Privacy Policy - Man With A Van Southfields

This Privacy Policy explains how Man With A Van Southfields collects, uses, stores, shares, and protects personal data when providing removals, moving, delivery, loading, and related services. It applies to all Man With A Van Southfields customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Southfields acts as the data controller for the personal data we collect about our customers, prospective customers, suppliers, and service users. This means we determine why and how your personal data is used. In some cases, we may also use third-party service providers who act as processors on our behalf.

2. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services, communicating with you, handling payments, maintaining records, and meeting our legal obligations. The types of information we may collect include:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service details including move dates, property access information, items to be transported, and delivery instructions.
Payment data such as billing details and transaction records.
Communication data including messages, enquiries, complaints, and feedback.
Technical data where applicable, such as IP address and device information if you interact with us electronically.
Legal and verification data if needed to prevent fraud, comply with law, or resolve disputes.

We do not intentionally collect special category data unless it is necessary and you have provided it, or unless we are required to do so by law. If such information is ever shared with us, it will be handled with additional care and only where there is a lawful basis to do so.

3. How We Use Your Data

We use personal data for specific and limited purposes connected to our services. These purposes include:

providing quotations and booking services;
planning and carrying out removals and transport services;
communicating with you about service arrangements;
processing payments and managing invoices;
responding to enquiries, feedback, or complaints;
maintaining business records and internal administration;
improving our services and customer experience;
meeting legal, regulatory, tax, and accounting obligations;
preventing fraud, misuse, or unlawful activity.

Man With A Van Southfields will only use your data in ways that are compatible with the reason it was collected. If we need to use your information for a new purpose, we will make sure we have a valid lawful basis before doing so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out removal services, and managing associated payments or service communications.

Legal obligation

We may process your data to comply with legal requirements, such as accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process your data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer support, business planning, fraud prevention, and internal record management.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where consent is the most appropriate basis. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share your personal data only when necessary and only with trusted third parties who help us deliver our services. These third parties may act as processors and are required to process your data according to our instructions and applicable data protection law.

Examples of processors may include:

payment service providers for handling card or electronic payments;
accounting and bookkeeping providers for financial administration;
IT and cloud storage providers for secure data hosting and communication systems;
customer management software providers for booking and record management;
professional advisers such as insurers, auditors, or legal advisers where needed;
subcontractors or operational partners assisting with service delivery, where applicable.

We may also disclose personal data where required by law, court order, or a competent authority. We do not sell your personal data. Any sharing is limited to what is necessary, and we take steps to ensure that recipients protect your information appropriately.

6. International Transfers

Where personal data is processed outside the United Kingdom, we will ensure suitable safeguards are in place to protect it, such as approved contractual protections or transfers to countries with recognised adequate protection. We aim to keep your data within secure systems and only use providers that apply appropriate technical and organisational safeguards.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods depend on the type of data and the reason we hold it.

In general:

booking and service records are retained for a period necessary to manage the contract and respond to post-service queries;
invoice and payment records are retained for the periods required by tax and accounting law;
communication records may be retained to support customer service, dispute resolution, or evidence of instructions;
where data is no longer needed, it is securely deleted or anonymised.

Man With A Van Southfields applies retention controls so that personal data is not kept longer than necessary. When data reaches the end of its retention period, we remove it in a secure manner.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, password protection, limited staff access, and careful selection of processors. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing. They include:

Right of access – you can ask for 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 circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format where technically feasible.
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 the relevant supervisory authority if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can address any issue promptly and fairly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of family moves or where provided by an adult customer. If we become aware that we have collected information from a child without appropriate authority, we will take steps to delete it or handle it in accordance with the law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Your Data Protection Promise

Man With A Van Southfields is committed to processing personal data lawfully, securely, and only when necessary. We collect only the information needed to deliver our services, rely on valid lawful bases, use processors carefully, retain data for appropriate periods, and respect your legal rights. This policy applies to all customers in the Southfields area who use our services.