Privacy Policy - Man And Van Battersea

This Privacy Policy explains how Man And Van Battersea collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Battersea customers in the area, including anyone who requests a quotation, books a service, or otherwise interacts with us in relation to removals, deliveries, transportation, and related moving services.

We are committed to handling personal information lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the key information you need to understand what data we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Personal Data We Collect

We collect only the information that is necessary to provide and manage our services effectively. The data we may collect includes:

Identity details such as your name or company name.
Contact details including your phone number, email address, and postal address.
Service information such as pick-up and delivery addresses, property access details, inventory lists, moving dates, and instructions for the job.
Billing information such as payment status, invoice details, and transaction references.
Communication records including emails, text messages, call notes, and any complaints or service feedback.
Technical and usage data if you contact us through digital systems, which may include device information, IP address, or limited usage logs.
Special category data only where strictly necessary and with appropriate safeguards, for example if you voluntarily provide information that may reveal health-related access requirements or assistance needs linked to the moving service.

We do not intentionally collect unnecessary sensitive personal data. If such information is shared with us, we will treat it with enhanced care and only use it where there is a lawful basis to do so.

2. How We Use Your Personal Data

We use personal data to operate our business and deliver our services safely and efficiently. The main purposes include:

Preparing quotations and estimates.
Managing bookings and scheduling services.
Delivering removals, transport, and related moving work.
Contacting you about your booking, service changes, or access arrangements.
Processing payments and issuing invoices.
Handling complaints, claims, and service enquiries.
Keeping business and accounting records.
Meeting legal, tax, insurance, and regulatory obligations.
Improving service quality, training staff, and managing internal operations.

We may also use aggregated or anonymised data for business analysis. This information does not identify you personally and is not subject to the same level of protection as personal data, although we still handle it responsibly.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes handling bookings, providing quotations at your request, completing the moving service, and managing billing.

Legal Obligation

We may process data to comply with legal obligations, including tax laws, accounting rules, insurance requirements, and obligations relating to record keeping or dispute resolution.

Legitimate Interests

We may process your information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, preventing fraud, maintaining security, and managing business administration.

Consent

In limited situations, we may rely on your consent, particularly where optional marketing communications or certain categories of sensitive data are involved. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency affecting safety during a move.

4. Sharing Your Data and Processors

We do not sell personal data. However, we may share information where necessary for service delivery or legal compliance. Some third parties act as data processors on our behalf and are only permitted to process data according to our instructions.

Typical processors and recipients may include:

Payment providers that process card or bank transactions.
Accounting and invoicing providers that support financial administration.
IT and cloud storage providers that host our records, email systems, or booking tools.
Communication service providers that help deliver emails, texts, or phone services.
Insurance providers, legal advisers, or dispute resolution bodies where required for claims or compliance.
Operational subcontractors engaged to assist with transport or moving tasks, where necessary for service delivery.

Where processors are used, we seek appropriate contractual protections requiring them to safeguard personal data, process it only for authorised purposes, and support GDPR compliance. We may also disclose personal data to public authorities if legally required to do so.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as long as required by law. Retention periods may vary depending on the type of data and the purpose of processing.

Booking and service records are generally kept for a period needed to manage the service, respond to queries, and maintain business records.
Financial and accounting records are retained for the period required by tax and accounting law.
Complaint and dispute records may be retained longer if needed to defend legal claims or resolve outstanding issues.
Marketing preferences are retained while consent or legitimate interest remains applicable, or until you object or unsubscribe where relevant.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We regularly review the information we hold to ensure it is not kept for longer than necessary.

6. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions under data protection law.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you can ask us to delete your data.
Right to restrict processing – you can ask us to limit how we use your data in specific situations.
Right to data portability – where applicable, you can ask for your data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with a data protection supervisory authority if you believe your rights have not been respected. We encourage you to contact us first so we can address any issue promptly and fairly.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we take data protection seriously and continually review our practices to reduce risk. If a personal data breach occurs and it is likely to affect your rights and freedoms, we will take the steps required by law, including assessing the breach and notifying affected individuals or the relevant authority where necessary.

8. International Transfers

Where any service provider stores or processes data outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place. These may include recognised transfer mechanisms and contractual protections designed to keep your data secure and compliant with applicable law.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise made available. We recommend reviewing this policy periodically so you remain informed about how your information is used.

10. Summary of Our Commitment

Man And Van Battersea is committed to respecting your privacy and handling personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and apply safeguards when sharing it with trusted processors. We also recognise and support your rights under GDPR, and we will always aim to process personal data in a fair, secure, and transparent manner.

By using our services, requesting a quote, or making a booking, you acknowledge that this Privacy Policy applies to you as a customer in the Battersea area.