Privacy Policy - Man With Van Battersea

This Privacy Policy explains how Man With Van Battersea collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man With Van Battersea customers in the Battersea area, including individuals and businesses who enquire about, book, or receive services from us. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect only the information needed to provide our services, manage bookings, communicate effectively, and meet legal obligations. The types of personal data we may process include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information including move dates, service preferences, property access details, inventory descriptions, and special instructions.
Payment and billing information such as invoice details and payment status. We do not store full card details where payment processing is handled by a third party.
Communication records including enquiries, complaints, feedback, and correspondence.
Service and operational data such as job notes, route planning information, and records needed to complete the move safely and efficiently.
Technical data where applicable, such as limited website or device information used for security, performance, and analytics.

We generally do not seek to collect special category data. If such information is voluntarily provided by you and is necessary for the service, we will only process it where permitted by law and with appropriate safeguards.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To schedule, manage, and complete removal, delivery, or moving services.
To communicate about bookings, updates, delays, or service changes.
To issue invoices, process payments, and handle refunds where applicable.
To maintain internal records and improve service quality.
To deal with complaints, claims, and disputes.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We only use your information where we have a valid reason to do so and where that use is compatible with the original purpose for which the data was collected.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Man With Van Battersea relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging your move, managing service logistics, and completing billing related to the service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include responding to enquiries, improving operations, maintaining records, preventing fraud, and ensuring service safety and quality.

Legal Obligation

We process certain information where required to comply with legal obligations, including tax, accounting, insurance, and regulatory record-keeping.

Consent

In limited situations, we may rely on your consent, for example where specific optional communications or data uses require it. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share your personal data with trusted third parties that help us deliver our services. These third parties act as processors when they handle data on our behalf, or as independent controllers where they determine their own purposes for processing.

Processors and service partners may include:

Payment service providers for secure transaction handling.
IT and cloud service providers for data storage, email, and business administration tools.
Accounting and invoicing providers to support financial records and compliance.
Customer communication systems used to manage calls, messages, and booking updates.
Professional advisers such as insurers, legal advisers, and auditors where necessary.

We require processors to protect personal data, use it only on our instructions, and implement appropriate technical and organisational security measures. We do not sell your personal information.

We may also disclose data where required by law, court order, or a competent authority. In the event of a business reorganisation, merger, or transfer, personal data may be shared with relevant parties subject to appropriate protections.

5. International Transfers

If any service provider processes personal data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. These may include UK adequacy regulations, standard contractual clauses, or equivalent protective measures required by law.

6. Data Retention

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

Booking and service records are usually retained for a period needed to manage the relationship, resolve queries, and support after-service matters.
Invoice and payment records are retained for the periods required by tax and accounting law.
Complaint and dispute records may be retained for longer where needed to defend legal claims or resolve incidents.
Enquiry data that does not result in a booking may be kept only for a limited period unless further retention is required.

When personal data is no longer required, we will delete, anonymise, or securely destroy it in line with our retention procedures. Data minimisation is an important principle in our retention practice, and we avoid keeping information longer than necessary.

7. How We Protect Your Information

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure systems, password protection, and staff awareness procedures. While we take data security seriously, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions, but we will always respond appropriately and within the required timeframe.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you can request deletion of your data.
Right to restriction – you can ask us to limit how we process your data in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will aim to respond without undue delay and in accordance with legal deadlines.

9. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, we encourage you to raise the matter so we can try to resolve it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult acting on their behalf.

11. Changes to This Privacy Policy

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

12. Summary of Our Commitment

Man With Van Battersea respects your privacy and is committed to processing personal data responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. This policy applies to all Man With Van Battersea customers in the area and is designed to ensure your personal data is handled with care and in compliance with applicable data protection law.