Privacy Policy - Man With Van Southfields

This Privacy Policy explains how Man With Van Southfields collects, uses, stores, shares, and protects personal data when providing services to customers in Southfields and the surrounding area. It applies to all Man With Van Southfields customers in the area, including people requesting quotes, booking removals, arranging deliveries, and communicating with us about our services.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data when we have a lawful basis to do so, and we aim to keep all information accurate, secure, and only for as long as necessary.

1. Who this policy applies to

This policy applies to anyone in the Southfields area who uses, enquires about, or receives services from Man With Van Southfields. It covers both individual customers and anyone acting on behalf of a household, landlord, tenant, or business. By using our services, you acknowledge that your personal data may be processed in accordance with this policy.

2. Information we collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where necessary, the name of a business or organisation.
Contact details such as your phone number and email address.
Service details including collection and delivery addresses, moving dates, property access information, item descriptions, and any special handling requirements.
Billing and payment information such as payment status, transaction records, and invoice details. We do not retain more payment data than is necessary for accounting and legal purposes.
Communication records including emails, text messages, booking notes, complaint details, and service-related correspondence.
Technical and usage data if you interact with our digital systems, such as device or browser information, although this is limited to what is necessary for operating and securing our services.
Special instructions you provide, for example access needs, parking details, or fragile items information.

We generally collect personal data directly from you. In some cases, we may also receive data from third parties such as estate agents, landlords, building managers, business clients, or referral partners where they are involved in arranging the service and have the right to share that information.

3. How we use your personal data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To carry out moving, transport, collection, and delivery services.
To communicate about schedules, access arrangements, and service updates.
To issue invoices, record payments, and manage accounts.
To respond to questions, complaints, or claims.
To maintain records for business administration, accounting, and legal compliance.
To improve our services, operations, and customer experience.
To protect against fraud, misuse, and security incidents.

We only use personal data in ways that are relevant to the service we provide and in ways you would reasonably expect. We do not sell personal data.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each use of personal data. Depending on the situation, Man With Van Southfields may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and providing customer support related to the service.

Legal obligation

We may process and retain certain data to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where those interests do not override your rights and freedoms. This may include service improvement, internal administration, safeguarding our operations, preventing fraud, and handling complaints.

Consent

In limited situations, we may rely on your consent, for example where we need permission to use information for a purpose not covered by another lawful basis. If we rely on consent, you may withdraw it at any time.

5. Sharing your data and processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or independent controllers, depending on the service they provide.

Payment service providers for processing transactions.
Accounting and bookkeeping providers for invoicing, tax, and financial records.
IT and software providers that support booking, email, storage, and security systems.
Communication providers that assist with sending service messages or notifications.
Professional advisers such as insurers, lawyers, or auditors where necessary.
Subcontracted service providers if additional support is required to complete a job.

Where a third party acts as our processor, they are only allowed to process personal data on our instructions and must take appropriate security measures. We require processors to handle data confidentially and in compliance with data protection law.

We may also disclose personal data where required by law, where necessary to establish, exercise, or defend legal claims, or where disclosure is needed to protect our rights, customers, staff, or property.

6. International transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations.

Quote enquiries not resulting in a booking are typically retained for a limited period for follow-up and record-keeping.
Customer booking records are retained for the duration of the service and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by law and accounting practice.
Complaint and claim records may be kept longer if needed to resolve disputes or meet legal obligations.

When data is no longer required, we securely delete, anonymise, or destroy it.

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and careful selection of processors. While we work hard to protect data, no system can be guaranteed to be completely secure.

9. Your rights under GDPR

You have a number of rights in relation to your personal data, subject to certain legal conditions and exemptions:

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

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

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 provided by an adult customer as part of a service arrangement, such as a household move. In such cases, we only process the information necessary to deliver the service safely and appropriately.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The most current version will apply to all Man With Van Southfields customers in the area. We encourage you to review this policy periodically so you remain informed about how we protect your personal data.

12. Summary of our approach

In summary, Man With Van Southfields only collects personal data needed to provide moving and transport services, manage bookings, communicate effectively, meet legal obligations, and protect our legitimate business interests. We use lawful bases under UK GDPR, share data only where necessary with trusted processors, keep it only for as long as required, and respect your rights as a data subject.

We are committed to processing personal data fairly, transparently, and securely for every customer in Southfields and the surrounding area.