Privacy Policy - Man With Van Roehampton

This Privacy Policy explains how Man With Van Roehampton collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related services. It applies to all Man With Van Roehampton customers in the Roehampton area, including individuals, households, landlords, tenants, students, and business clients who use our services or communicate with us in connection with a booking or enquiry.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

1. Information We Collect

We only collect personal data that is necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The types of information we may collect include:

Identity details such as your name, and where relevant, the name of a company or organisation.
Contact details such as phone number, email address, and service address.
Booking information including the date, time, locations, access details, property type, inventory notes, and service preferences.
Payment-related information such as payment status, invoice details, and transaction references. We do not keep unnecessary card data where a secure payment provider is used.
Correspondence including emails, call notes, message history, and any feedback or complaints you share.
Operational data such as delivery instructions, parking arrangements, access requirements, and moving logistics.
Technical data if you contact us through digital systems, which may include basic device or usage information for security and record-keeping purposes.

We may also receive information from third parties where needed to complete a booking, such as someone arranging a move on your behalf, a landlord, estate agent, building manager, or another party involved in the service. In such cases, we only use the information relevant to delivering the service safely and efficiently.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To confirm and manage bookings.
To carry out removal, transport, and related moving services.
To communicate important information about your booking or service.
To process payments, issue invoices, and keep financial records.
To deal with complaints, claims, or disputes.
To improve service quality, planning, and customer experience.
To maintain security, prevent fraud, and protect our business and customers.
To comply with legal, accounting, and tax obligations.

We will not use your personal information for purposes that are incompatible with those stated above without first ensuring there is a lawful basis to do so.

3. Lawful Basis for Processing

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

Performance of a Contract

We process your personal data when it is necessary to provide the services you request, such as arranging your move, confirming booking details, contacting you about the job, and completing payment processing.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, improving operations, protecting against fraud, maintaining business records, and handling service-related disputes. When we rely on legitimate interests, we consider the nature of the data, the context, and the impact on you.

Consent

In limited circumstances, we may ask for your consent, for example where it is required for a specific optional communication or a particular processing activity. Where we rely on consent, you can withdraw it at any time, although this will not affect processing already carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, business operations, or legal compliance. These third parties act either as independent data controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

Payment processors that handle secure transaction processing.
Accounting and invoicing providers used for financial administration.
IT and hosting providers that store or support our business systems.
Communication service providers used for email, messaging, or phone systems.
Administrative support providers assisting with scheduling or record management.

We require processors to protect personal data, use it only for authorised purposes, and implement appropriate security measures. We do not sell your personal data. We may disclose information if required by law, to prevent fraud or unlawful activity, or to protect the rights, property, or safety of our customers, staff, or business.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, or reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

Booking and service records are generally kept for a reasonable period to manage queries, service history, and disputes.
Financial and tax records are retained for the period required by law.
Correspondence and complaints may be kept for as long as needed to resolve issues and maintain evidence of communications.
Unused enquiries may be deleted after a suitable period unless we need to keep them longer for legal or operational reasons.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and restricting personal data to those who need it for legitimate business purposes.

While no system can be guaranteed completely secure, we take privacy seriously and work to minimise risks by using reasonable safeguards appropriate to the type of data we handle.

7. Your Rights

You have a number of rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions available to us.

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 – you can ask us to delete your data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in some cases.
Right to object – you can object to processing based on legitimate interests where you have grounds relating to your situation.
Right to data portability – you can ask for certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before acting on a request, especially where personal data is sensitive or could affect the privacy of another person.

8. Data Relating to Third Parties

Sometimes customers provide details about other people, such as family members, tenants, landlords, building staff, or recipients of goods. If you share another person’s information with us, you should ensure that you have the right to do so and, where appropriate, let them know how their information will be used.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our practices, or the way we operate. The latest 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.

10. Summary of Our Commitment

Man With Van Roehampton is committed to handling personal information responsibly and in line with UK data protection law. We collect only what is needed, use it for clear and lawful purposes, retain it only for as long as necessary, and protect it with appropriate safeguards. We aim to be transparent and respectful in every part of the process, ensuring that our customers in Roehampton can trust us with their information.

This Privacy Policy applies to all Man With Van Roehampton customers in the area and forms part of our commitment to privacy, fairness, and compliance.