Privacy Policy
Man with Van Walworth Privacy Policy
This Privacy Policy explains how Man with Van Walworth collects, uses, stores and protects personal data relating to customers and prospective customers in the Walworth area. It is intended to be transparent and compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Walworth customers and anyone who contacts or interacts with us to request or receive our services in the Walworth area.
Who we are and scope of this policy
Man with Van Walworth provides moving and transportation services to domestic and business customers. In the course of providing these services, we act as a data controller, which means we determine the purposes and means of processing personal data. This Privacy Policy covers all personal data that we process about our customers, prospective customers, and individuals who contact us regarding our services in the Walworth area.
Personal data we collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The types of personal data we may collect include:
Identification and contact details, such as your name, title, address, service address, email address, and any other contact information you choose to provide when you request a quote or book a service.
Service and booking details, such as details about the property you are moving from and to, access information, timing and date of the move, type and volume of items to be moved, special handling instructions, and any related notes required to deliver the service.
Payment information, such as information necessary to process payments and issue invoices. Actual card or bank details are normally processed directly by secure payment providers acting as data processors and are not retained by us except to the extent necessary to confirm that a payment has been made.
Communication data, including the content of email or phone communications, quotes and queries you submit, feedback, and any other information you provide when you contact us.
Technical and usage data, which may include limited information about how you access our website or online forms, such as IP address, browser type and general usage statistics. This is collected to maintain and improve our website and services.
How we collect personal data
We collect personal data directly from you when you request a quote, make a booking, contact us by phone or through online forms, or communicate with us in any other way. We may also receive personal data indirectly where another person makes a booking on your behalf, for example a family member, friend or business contact who shares your details to arrange a service for you. In such cases, we rely on that person to have your permission to share your information with us.
Lawful basis for processing
We process personal data only when we have a valid lawful basis to do so. Depending on the context, our lawful bases under data protection law are:
Contract. We process your personal data to enter into and perform a contract with you, for example to provide a quote, confirm and manage your booking, deliver moving services, and handle invoicing and payments.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This includes scheduling and managing our workforce and vehicles, improving our services, responding to general enquiries, maintaining business records, preventing fraud, and defending legal claims.
Legal obligation. We process personal data where necessary to comply with legal and regulatory requirements, including tax, accounting and record keeping obligations.
Consent. In limited situations, we may rely on your consent, for example where required to send certain types of marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us.
How we use your personal data
We use personal data for the following purposes:
To provide quotes, estimate costs, and respond to your enquiries.
To confirm, plan, and carry out bookings and moving services, including managing collections and deliveries at your specified addresses.
To communicate with you about your booking, including confirmation messages, changes, delays, or follow-up after a service.
To process payments, issue invoices and receipts, and manage any refunds or disputes.
To maintain internal records for administration, accounting, and operational planning.
To improve our services, for example by reviewing feedback and analysing trends.
To protect our business and customers, including preventing fraud and misconduct and exercising or defending legal claims.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy:
Service providers and data processors who perform functions on our behalf, such as payment processing providers, information technology and system hosting providers, customer management systems, and suppliers who support our operations. These processors are only permitted to process your data in accordance with our instructions and are required to keep your data secure and confidential.
Professional advisers, such as accountants, auditors, legal advisers, and insurers, where necessary to obtain professional advice, manage risks, or comply with statutory obligations.
Regulatory and law enforcement authorities, courts, or other public bodies, where we are legally required to disclose information or where such disclosure is necessary to protect our rights or the rights of others.
We do not sell your personal data to third parties. If, in the future, our business is sold or restructured, customer data may be transferred to a new owner or successor for the same purposes as described in this Privacy Policy, subject to appropriate safeguards.
International transfers
We aim to store and process personal data within the UK or European Economic Area wherever possible. Where we use service providers that process data outside these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your data and ensure it receives an adequate level of protection.
Data retention
We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet legal, regulatory, tax or accounting requirements. The retention periods may vary depending on the type of data:
Booking and service records, including contact details and job information, are typically retained for a period necessary to administer our services, handle any complaints or claims, and comply with statutory limitation periods.
Financial records, including invoices and payment records, are kept for the period required by applicable tax and accounting laws.
General enquiries and correspondence not leading to a booking may be kept for a shorter period, after which they will be securely deleted or anonymised.
When we no longer need personal data, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who need it for legitimate business purposes, using secure systems, and regularly reviewing our security practices. While no system is completely secure, we strive to protect your information using measures that are appropriate to the level of risk.
Your data protection rights
Under data protection law, individuals have a number of rights in relation to their personal data. Depending on the circumstances, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it, subject to legal and contractual limitations.
Object to processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and we will stop processing unless we have compelling legitimate grounds to continue.
Request restriction of processing where you contest the accuracy of your data, where processing is unlawful, or where you have objected and we are verifying our grounds for processing.
Request the transfer of your personal data to you or to a third party in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing prior to withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so we can attempt to resolve your concerns directly.
Children's privacy
Our services are not directed at children, and we do not knowingly collect personal data relating to children. If we become aware that personal data relating to a child has been collected without appropriate consent, we will take steps to delete it as soon as reasonably possible.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updates will be effective when made available with the revised date shown at the top or in the policy. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
