Privacy Policy - Man With Van Walworth

This Privacy Policy explains how Man With Van Walworth collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Walworth customers in area, including individuals, households, and businesses that request or receive our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Walworth acts as a data controller for the personal data collected in connection with enquiries, bookings, quotations, service delivery, and customer support. This means we determine the purposes and means of processing your personal data. In some situations, we may also use third-party service providers who process data on our behalf as data processors.

2. Information We Collect

We collect only the personal data that is necessary for running our services, managing customer relationships, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name, and where relevant, the name of your business or organisation.
Contact information such as telephone number and email address.
Service details including collection and delivery addresses, dates, times, property access information, item descriptions, and any special handling requirements.
Payment-related information such as records of transactions, invoices, and payment status. We do not keep more payment information than is necessary.
Communication records including emails, messages, booking notes, complaints, and service-related correspondence.
Technical information where applicable, such as basic logs or usage data if you interact with our digital systems.
Special category data only where you voluntarily provide it and it is necessary to handle your request, such as accessibility needs. We handle this data with additional care and safeguards.

We do not intentionally collect more information than we need. Where you provide personal data about another person, you should ensure that you have the lawful right to share it with us.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange and deliver removal, transport, loading, unloading, or related services;
to confirm bookings and communicate updates;
to issue invoices, process payments, and manage accounts;
to deal with complaints, queries, or customer support requests;
to maintain business records and improve our operations;
to comply with legal, tax, insurance, and regulatory duties;
to protect our business, staff, vehicles, and customers from fraud or misuse.

We will only use your personal data for the purpose it was collected for, unless we reasonably need to use it for another compatible purpose and that purpose is permitted by law.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, service delivery, and payment administration.

Legal obligation

We may process personal data to comply with legal requirements, such as accounting, tax, record-keeping, or responses to lawful requests from authorities.

Legitimate interests

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

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide special category information or agree to certain optional communications. Where consent is used, you can withdraw it at any time.

Vital interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our services and meet legal obligations. These third parties act as data processors or, in some cases, independent controllers. We require appropriate safeguards and only share data on a need-to-know basis.

Examples of processors may include:

IT and hosting providers who store or support our systems;
payment service providers who help process transactions;
accounting and bookkeeping providers who support financial administration;
customer relationship or communication tools used to manage enquiries and bookings;
professional advisers such as insurers, auditors, or legal advisers where required;
subcontracted service partners where they are needed to assist with a booking or delivery.

Where we use processors, they are only permitted to process personal data on our instructions and must keep it secure. We do not sell your personal data.

6. International Transfers

If any service provider processes data outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or standard contractual protections, so that your personal data remains protected.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the context in which it was collected.

In general:

booking and customer records are kept for a period necessary to manage the service and any follow-up issues;
financial and tax records are retained for the period required by law;
complaints or dispute records may be kept longer where needed to establish, exercise, or defend legal claims;
data that is no longer required is securely deleted or anonymised.

When we no longer need personal data, we will dispose of it safely and in line with our retention practices.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, destruction, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited data sharing. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the information we process.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will respond appropriately to each valid request.

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 some circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request your data in a portable format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

Important: If you exercise your rights, we may need to keep certain records where required by law or where we have a valid legal reason to retain them.

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 necessary in connection with a service and provided by an adult with appropriate authority. If we become aware that we have collected child data without a lawful basis, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. 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 data is handled.

12. How We Apply This Policy

This Privacy Policy applies to all services provided by Man With Van Walworth to customers in the area. By using our services, making an enquiry, or providing personal data to us, you acknowledge that your information will be handled in accordance with this policy and applicable data protection law. We are committed to treating your information with integrity, care, and respect.