Privacy Policy

Man With a Van Morden Privacy Policy

This Privacy Policy explains how Man With a Van Morden collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man With a Van Morden customers and people who make enquiries about our services in the area we operate.

Who We Are

Man With a Van Morden is a local transport and removals service. For the purposes of data protection law, we are the data controller in respect of the personal data we collect and use about our customers and potential customers in our service area.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identity and contact details, such as your name, postal address, service address, and any other details you choose to provide to help us deliver the service.

Booking and service information, such as the date and time of your move or collection, pickup and drop-off locations, property access details, and specific instructions relating to your booking.

Communication records, such as messages or notes relating to your enquiry, quote, booking, feedback, or complaints.

Payment and transaction information, such as the amount charged, payment method type, invoice details, and confirmation that payment has been made. We do not store full card details if a card payment service is used.

Technical and usage information, such as basic information from your device or browser when you visit our online pages or use online enquiry forms, including dates and times of access. We do not intentionally collect more technical data than is necessary to provide and secure our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, a quotation, or a booking, when you confirm or amend a booking, when you provide feedback, or when you pay for services.

We may also receive limited personal data about you from third party platforms or partners that you use to contact us or to find our services, for example where you complete an enquiry or booking form hosted by another provider. In these cases, the information received is restricted to what is necessary to respond to your request.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis to do so. Depending on the context, this will usually be one or more of the following:

Contract: Processing is necessary to enter into a contract with you or to perform a contract we have with you, such as providing a quote, managing your booking, carrying out the move or transport service, and taking payment.

Legal obligation: Processing is necessary to comply with legal obligations, for example in relation to tax, accounting, or responding to lawful requests from authorities.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include improving our services, managing our business operations, maintaining appropriate records, handling complaints, and protecting our rights and property.

Consent: In limited situations, we may rely on your explicit consent, for example where you agree to receive certain types of optional marketing communications. Where we rely on consent, you can withdraw this at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes, respond to enquiries, and manage your requests for services.

To set up, confirm, reschedule, and complete bookings for transport or removal services.

To communicate with you about the status of your booking, arrival times, access arrangements, and any relevant updates.

To process payments, issue invoices, and keep appropriate financial and tax records.

To manage our relationship with you, including dealing with feedback, complaints, and queries.

To improve the quality, safety, and reliability of our services and internal processes.

To comply with applicable laws, regulations, and legal or regulatory requests.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes set out in this policy:

Service providers and subcontractors who help us deliver or manage our services, such as drivers, assistants, or logistics partners working on our behalf.

Payment processing and financial service providers that enable us to take and manage payments and handle refunds.

Professional advisers, such as accountants or legal advisers, where this is necessary for managing our business and meeting our legal obligations.

Regulators, law enforcement, or other authorities where we are legally required or permitted to do so.

Where third parties process personal data on our behalf, they act as data processors. We only use processors that provide sufficient guarantees that they will implement appropriate technical and organisational measures to protect your data and process it only in accordance with our instructions and applicable law.

International Transfers

Our services are primarily based in the United Kingdom, and we aim to keep personal data within the UK or European Economic Area wherever possible. If it is ever necessary to transfer personal data to a country outside the UK or EEA, we will ensure that an adequate level of protection is in place, for example through the use of appropriate safeguards recognised by data protection law.

Data Retention

We retain personal data only for as long as is reasonably necessary for the purposes for which it was collected, including satisfying any legal, regulatory, tax, accounting, or reporting requirements.

Enquiry and quotation information that does not lead to a booking is usually kept for a limited period in order to respond to follow-up questions and manage our records.

Booking and service records, including related communications and invoices, are generally retained for the duration of the customer relationship and for a number of years afterwards, as required for tax, accounting, and legal purposes.

Where we rely on your consent for specific purposes, we will keep the relevant data for as long as your consent remains valid and will delete or anonymise it within a reasonable period after consent is withdrawn, unless another lawful basis allows continued retention.

Data Security

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure record keeping, and limiting personal data access to those who need it for legitimate business purposes. While no system can be completely secure, we regularly review our safeguards and procedures to reduce risks.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:

Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with certain other information.

Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You can request that we limit the way we use your personal data in certain situations, such as while we are considering an objection or verifying the accuracy of data.

Right to object: You can object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue or the processing is for the establishment, exercise, or defence of legal claims.

Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a commonly used format and to ask for it to be transmitted to another organisation where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to raise concerns with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. However, we encourage you to contact us first so that we can try to resolve any issues directly.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. When we make significant changes, we will take reasonable steps to inform you. The most current version of this policy will apply to the personal data we hold and use.