Privacy Policy - Man With Van Wandsworth

Man With Van Wandsworth is committed to protecting the privacy and personal data of all customers, prospective customers, and website or service users in the Wandsworth area. This Privacy Policy explains how personal data is collected, used, shared, retained, and protected when you use our removal, delivery, and van hire services. It applies to all Man With Van Wandsworth customers in the area, including individuals, households, landlords, tenants, and business clients who engage our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. Please read this policy carefully to understand how we handle your information.

1. Data We Collect

We only collect data that is necessary to provide and manage our services safely and effectively. The categories of information we may collect include:

Identity information such as your name and, where relevant, the name of your business or organisation.
Contact information such as telephone number and email address.
Service and booking details including moving date, pickup and delivery locations, property access details, item descriptions, parking or access notes, and special handling requirements.
Payment and billing information where required for invoicing, payment processing, or refunds.
Communication records such as messages, notes from calls, and correspondence about your booking or service enquiry.
Usage and technical data where you interact with our online systems, which may include device information, logs, and IP-related data.
Evidence and operational records such as photographs of items or access conditions, checklists, inventory records, and proof of completion where relevant.

We may also receive personal data from third parties where necessary to perform the service, for example from letting agents, estate agents, employers, payment providers, or another person acting on your behalf.

2. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes, arrange bookings, and carry out removal or transport services;
to communicate with you about schedules, service changes, and operational requirements;
to manage payments, invoices, refunds, and accounting records;
to assess access, volume, and logistical requirements so the work can be completed safely;
to handle complaints, claims, disputes, and customer support requests;
to maintain business records and meet legal, tax, and regulatory obligations;
to improve our services, planning, and customer experience;
to protect against fraud, misuse, or unlawful activity;
to enforce our terms and safeguard our rights, property, staff, and customers.

We do not use your personal data for unrelated purposes that would be incompatible with the reasons it was collected, unless we have a lawful basis to do so or are required by law.

3. Lawful Basis for Processing

We process personal data only where permitted under data protection law. Depending on the activity, our lawful bases include:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as preparing a quote, confirming a booking, completing a move, issuing an invoice, or managing after-service queries.

Legal obligation

We process certain data where required to comply with legal duties, including tax, accounting, recordkeeping, insurance, and regulatory obligations.

Legitimate interests

We may process 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 planning, customer communications, fraud prevention, internal administration, and business improvement.

Consent

In limited circumstances, we may rely on your consent, for example where you have actively agreed to receive certain marketing communications or to allow optional processing. Where consent is used, you can withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and only to the extent needed to deliver our services or operate our business properly. These third parties may act as processors or independent controllers depending on the nature of the service.

Our processors and service providers may include:

Payment processors for taking and managing payments securely;
IT and cloud service providers for hosting data, email, scheduling, and system storage;
Accountants and professional advisers for tax, audit, and compliance support;
Insurance providers and claim handlers where claims or incidents must be assessed;
Subcontractors or operational partners involved in service delivery where required;
Government bodies, regulators, law enforcement, or courts where disclosure is legally required.

All processors are required to handle personal data securely, to use it only for specified purposes, and to implement appropriate technical and organisational safeguards. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, and to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are kept for as long as needed to manage the customer relationship and resolve any post-service issues.
Financial and tax records are retained for the period required by law.
Communication records are retained for a reasonable period to manage enquiries, disputes, and service history.
Claims, incident records, and legal documentation may be kept longer where necessary to defend or establish legal rights.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party providers. While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risk wherever possible.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 request deletion of data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive some data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

Some rights apply only in specific situations and may be subject to legal limitations. If you make a request, we may need to verify your identity before responding.

8. Marketing Communications

We may send service-related communications that are necessary for your booking or account administration. Where we send optional marketing messages, we will do so only where permitted by law and, if required, with your consent. You may object to marketing at any time.

9. International Transfers

If any of our processors store or access data outside the UK, we will take appropriate steps to ensure that your personal data is protected in accordance with applicable data protection requirements. This may include approved contractual safeguards and assessment of the destination country’s protections.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a household move or the customer has provided such information as part of service arrangements. If we become aware that we have collected data unlawfully, we will take reasonable steps to delete it.

11. 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. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Contacting Us About Privacy

If you wish to exercise your rights, ask questions about this Privacy Policy, or raise a concern about how your data is handled, you may contact us using the appropriate service channels available to you. We will respond in accordance with applicable data protection requirements.

Summary: This Privacy Policy explains how Man With Van Wandsworth collects, uses, shares, stores, and protects customer data, and outlines lawful bases, retention, processors, and user rights for all local customers.