Privacy Policy - Man And A Van Roehampton

This Privacy Policy explains how Man And A Van Roehampton collects, uses, stores, shares, and protects personal data relating to our customers, prospective customers, suppliers, and other individuals whose information we handle in the course of providing moving and transportation services. It applies to all Man And A Van Roehampton customers in the area and is intended to meet the standards of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal data in a lawful, fair, transparent, and secure manner. We only process personal data where we have a valid reason to do so and where processing is necessary for the services we provide, our legal obligations, or our legitimate business interests.

1. Who We Are

For the purposes of data protection law, Man And A Van Roehampton acts as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how personal data is processed. In some circumstances, we may also act as a data processor where we process information on behalf of another organisation under its instructions.

2. Personal Data We Collect

We collect only the information that is necessary for quoting, booking, carrying out removals, and managing our business operations. The categories of personal data we may collect include:

Identity information such as your name and, where relevant, the name of your business or organisation.
Contact details such as your telephone number, email address, and address details needed for collection and delivery.
Service information including booking dates, property access details, inventory lists, moving requirements, and instructions you provide.
Payment information such as transaction records and billing information. We do not usually store full card details unless necessary through secure payment systems operated by third parties.
Correspondence including messages, complaint records, service queries, and notes relating to your booking or service request.
Website and technical data if you interact with our online platforms, such as device identifiers, browser type, and basic usage information collected through standard technologies.
Special instructions relevant to moving your belongings, including access needs, fragile items, or property-specific information.

We do not intentionally collect special category personal data unless it is voluntarily provided and required for a specific reason, in which case we will only process it where lawfully permitted.

3. How We Collect Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, or complete a service agreement. We may also receive information from third parties where necessary to provide our services, such as payment providers, referral partners, landlords, estate agents, or business clients instructing us on your behalf. Where we obtain data from third parties, we take reasonable steps to ensure it is used appropriately and lawfully.

4. Why We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To manage bookings and carry out removals, deliveries, and related services.
To communicate with customers about schedules, access arrangements, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, and customer service enquiries.
To maintain internal records and improve the quality and efficiency of our services.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity and to protect our staff, customers, and property.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that a compatible purpose applies or a legal obligation requires otherwise.

5. Lawful Basis for Processing

We process personal data only where one or more lawful bases under UK GDPR apply. These include:

Contract

We process information where it is necessary to enter into or perform a contract with you. This includes booking, planning, moving, invoicing, and communicating about the services requested.

Legal Obligation

We may process data where needed to comply with legal and regulatory obligations, including tax, accounting, health and safety, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, and maintaining business records.

Consent

In limited cases, we may rely on your consent, such as for certain optional communications or processing activities where consent is the most appropriate basis. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

6. How We Share Personal Data

We may share personal data with trusted third parties, but only where necessary and subject to appropriate safeguards. These parties may include:

Payment service providers who process secure payments on our behalf.
IT and cloud service providers that host systems, store records, or support business communications.
Accountants and professional advisers who help with financial, tax, or legal matters.
Subcontractors or operational partners assisting in the delivery of moving services.
Authorities or regulators where disclosure is required by law or necessary to protect legal rights.

We require processors and service providers to use personal data only in accordance with our instructions and to protect it using appropriate technical and organisational measures.

7. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual protections, to ensure your data remains protected to a standard consistent with UK GDPR requirements.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods vary depending on the type of information and the reason it is held.

Booking and service records may be kept for a reasonable period after completion of the service to handle queries, claims, or administrative matters.
Financial and tax records are retained for the periods required under applicable law.
Correspondence and complaint records may be retained to demonstrate how issues were handled and to improve service quality.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

9. Data Security

We take the security of personal data seriously. We use appropriate safeguards designed to protect information against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protection, and limiting access to personal data to those who need it for legitimate business purposes.

However, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information necessary for us to provide services and to keep their own records secure.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain circumstances.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you have provided to us, where applicable.
Withdraw consent at any time where we rely on consent.

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can address your concerns promptly and transparently.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult authorised to do so. Where this occurs, the data is handled with particular care and only for the relevant service purpose.

12. Cookies and Similar Technologies

If we use online tools or digital systems, they may use cookies or similar technologies to support functionality, security, and basic analytics. Where required, we will provide appropriate information about such technologies and obtain consent where legally necessary. Any usage data collected in this way is kept to a minimum and used to improve service delivery and user experience.

13. 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 needs. Any updated 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 personal data is handled.

14. Summary of Our Commitment

Man And A Van Roehampton is committed to respecting privacy, protecting personal data, and using information only for clear and lawful purposes. We process data only where necessary to provide moving services, comply with our obligations, or operate our business responsibly. We also work with trusted processors who are required to protect data and act under our instructions.

This Privacy Policy applies to all customers of Man And A Van Roehampton in the area and is designed to ensure that your personal data is treated with care, fairness, and accountability at every stage.