Privacy Policy - Man With A Van New Malden

This Privacy Policy explains how Man With A Van New Malden collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van New Malden customers in the area, including anyone who requests a quote, books a service, makes an enquiry, or otherwise interacts with our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van New Malden provides moving, transport, delivery, loading, unloading, and related logistics services. In the course of delivering these services, we may need to process personal data about customers, recipients, property access arrangements, and other individuals involved in the service. This policy explains what data we collect and why we collect it.

2. Personal Data We Collect

We only collect data that is relevant and necessary for providing our services, managing customer relationships, handling bookings, and meeting legal and business obligations. The types of information we may collect include:

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking and service details such as collection and delivery addresses, dates, times, item descriptions, and access notes.
Payment and billing information such as transaction records, invoicing details, and proof of payment.
Communication records including messages, call notes, complaint details, and service updates.
Property and access information where needed to complete removals or deliveries safely and efficiently.
Vehicle and incident information if an accident, damage report, or insurance claim arises.
Technical information such as basic website or device data if you interact with our online systems, where applicable.

We do not intentionally collect special category data unless it is necessary and you provide it voluntarily, for example where it is essential to complete a service request or resolve an issue. Where such data is processed, we do so only with a valid lawful basis and appropriate safeguards.

3. How We Use Personal Data

We use personal data for specific, limited purposes connected to our services and operations. These purposes include:

providing quotes and confirming bookings;
planning and delivering moving or transport services;
communicating with customers about appointments, changes, or service requirements;
issuing invoices, processing payments, and managing accounts;
responding to enquiries, complaints, or feedback;
maintaining internal records and business administration;
preventing fraud, misuse, or unlawful activity;
meeting legal, tax, insurance, and regulatory obligations;
defending or establishing legal claims where necessary.

We will only process your personal data in ways that are compatible with the purposes described in this policy, unless we have a valid reason and a lawful basis to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Man With A Van New Malden may rely on one or more of the following bases:

Contract

Contract is the main lawful basis we rely on when processing is needed to provide a quote, manage a booking, carry out a move, issue an invoice, or fulfil our service agreement with you. Without this information, we may not be able to deliver the service properly.

Legal Obligation

We may process personal data where it is necessary to comply with a legal obligation, such as tax record keeping, accounting requirements, insurance obligations, or lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include managing customer communications, improving our services, preventing fraud, and protecting our business, staff, and customers. We assess these interests carefully and only use this basis where it is appropriate.

Consent

In some situations, we may ask for your consent, especially where processing is optional or relates to certain marketing activities. If we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties when this is necessary to provide our services or to run our business. These third parties act as processors or, in some cases, independent controllers. We only share information where it is lawful and relevant.

Processors may include:

Payment service providers that handle card or online transactions.
Accounting and invoicing providers that help us manage financial records.
IT and cloud service providers that host or support our systems.
Communication tools used for email, messaging, or customer administration.
Insurance providers and claims handlers where an incident or claim must be reviewed.
Professional advisers such as accountants, auditors, or legal advisers.

Where processors handle personal data on our behalf, they are required to act only on our instructions, protect the data, and maintain appropriate security measures. We do not sell personal data.

6. Data Retention

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

As a general approach:

booking and customer service records are kept for the duration of the service and for a reasonable period afterwards;
financial and tax records are retained in line with legal and accounting obligations;
complaints, claims, and incident records are kept for as long as needed to resolve the matter and defend any related claim;
enquiry information that does not lead to a booking may be retained briefly for administrative purposes and then deleted or anonymised.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and limiting data access to people who need it for their work. While no system can be guaranteed completely secure, we take reasonable steps to safeguard the information entrusted to us.

8. Your Rights

Individuals whose personal data we process have rights under data protection law. Subject to certain conditions and exemptions, you may have the right to:

Access your personal data and obtain a copy of it.
Rectification of inaccurate or incomplete data.
Erasure in certain circumstances, also known as the right to be forgotten.
Restriction of processing in certain cases.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you have provided to us where processing is based on consent or contract and carried out by automated means.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data has been handled improperly. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Marketing Communications

We may send limited service-related messages where necessary to manage a booking or respond to an enquiry. We will only send marketing communications where permitted by law and, where required, with your consent. You may opt out of marketing at any time. If you opt out, this will not affect service messages relating to an existing booking or contractual matter.

10. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms, as required by data protection law.

11. Children’s Data

Our services are generally intended for adults acting on their own behalf or on behalf of a household, business, or organisation. We do not knowingly collect personal data from children unless it is necessary to provide a service in a household context and is supplied by an adult customer. If we become aware that we have collected personal data unlawfully, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updates will take effect when published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how your information is handled.

13. Summary of Our Commitment

Man With A Van New Malden is committed to protecting the privacy of customers and other individuals whose data we process. We collect only the information needed to provide our services, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We aim to be transparent, secure, and respectful in all our data handling practices.

This Privacy Policy applies to all Man With A Van New Malden customers in the area.