Privacy Policy - Man With A Van Morden

This Privacy Policy explains how Man With A Van Morden collects, uses, stores, shares, and protects personal data in connection with its moving, transport, and related services. It applies to all Man With A Van Morden customers in the area, including anyone who enquires about, books, receives, or pays for our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man With A Van Morden provides removal and transport services for homes, flats, offices, and other premises. In the course of delivering these services, we may process personal data about customers, recipients, building managers, suppliers, and other individuals connected with a booking. This policy describes the types of information we collect, why we collect it, and the rights available to individuals whose data we process.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details such as name, title, and, where relevant, the name of a business or organisation.
Contact details such as phone number, email address, and service address.
Booking and service information including requested dates, property access details, item lists, delivery instructions, and service preferences.
Payment information such as billing details and payment status. We do not retain card details unless required and lawfully permitted through secure payment systems.
Communication records including enquiries, quotes, complaints, feedback, and any correspondence relating to a booking or service issue.
Operational information including notes needed to complete a move safely and efficiently, such as parking restrictions, floor level, or special handling requirements.
Technical data where applicable, such as basic device or usage information collected through digital systems used to manage bookings or enquiries.

We normally collect personal data directly from the individual concerned, but we may also receive information from someone acting on their behalf, such as a family member, landlord, employer, estate agent, or another customer.

3. How we use personal data

We use personal data only where we have a lawful reason to do so. Typical uses include:

providing quotes and managing bookings;
planning, delivering, and improving removal and transport services;
communicating with customers about timing, access, service updates, and service changes;
processing payments, issuing invoices, and dealing with refunds or account queries;
responding to complaints, claims, and customer support requests;
meeting legal, accounting, insurance, and regulatory obligations;
protecting the safety of staff, customers, property, and the public;
maintaining internal records and business administration.

We will only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. Where required, we will inform individuals before doing so.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each type of processing. Man With A Van Morden relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with a customer. This includes taking bookings, arranging collections and deliveries, and completing agreed services.

Legal obligation

We may process data where needed to comply with laws and regulations, including tax, accounting, insurance, record-keeping, and lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by the individual’s rights and freedoms. This may include managing operations, preventing fraud, handling service disputes, improving efficiency, and maintaining business records.

Consent

In limited cases, we may rely on consent, for example where it is appropriate to send certain marketing communications or use optional information in a particular way. Where consent is relied upon, individuals may withdraw it at any time.

5. Sharing personal data and processors

We may share personal data with trusted third parties where necessary for the running of our business and the delivery of services. These third parties may act as processors on our behalf or, in some situations, as independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Examples of processors and service providers may include:

Payment providers that process secure transactions;
Accounting and invoicing providers that support financial administration;
IT and cloud storage providers that host business systems and records;
Communication service providers used for email, telephone, or messaging;
Scheduling or booking platforms used to organise customer appointments;
Insurance providers, legal advisers, and professional advisers where necessary to manage risk, claims, or compliance.

We may also disclose personal data where required by law, where necessary to protect rights or safety, or in connection with a business reorganisation, sale, or transfer. Any such sharing will be carried out in accordance with data protection law.

6. International transfers

Where personal data is transferred outside the UK, we will take steps to ensure appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms. We will only transfer data where it is necessary and where suitable protection can be maintained.

7. Retention of personal data

We keep personal data only for as long as necessary for the purpose it was collected, and for any additional period required by law or legitimate business needs. Retention periods may vary depending on the type of data and the context of the service.

As a general approach:

booking and service records may be retained for a period needed to manage administration, disputes, and service history;
financial and tax records are kept for the period required by applicable accounting and tax laws;
complaints, claims, and incident records may be kept for longer where necessary to defend legal rights or resolve disputes;
data collected for marketing will be retained until consent is withdrawn or the individual objects, where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify an individual.

8. Security of personal data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable procedures for handling and disposing of records. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your data protection rights

Individuals whose personal data we process have rights under data protection law. Subject to legal limits and exemptions, these rights may include:

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

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so that we can try to resolve the matter promptly and fairly.

10. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is incidental to providing a service requested by an adult customer, such as delivery to a family home. Where we become aware that we have collected data relating to a child unnecessarily, we will take appropriate steps to delete it or limit its use.

11. Marketing communications

We may send service-related communications that are necessary for booking and delivery purposes. We will only send promotional or marketing messages where we are permitted to do so by law. Where consent is required, we will obtain it before sending such messages, and individuals may opt out at any time. We respect preferences and will act on them without undue delay.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of our commitments

Man With A Van Morden is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, keep it only as long as necessary, and share it only with trusted processors or when required by law. We respect individual rights and aim to handle all customer information with care, discretion, and accountability.

This policy applies to all Man With A Van Morden customers in the area.