Privacy Policy - Man With Van Catford

This Privacy Policy explains how Man With Van Catford collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Catford customers in the area, including individuals who request quotes, book services, communicate with us, or otherwise interact 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. Information We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, and meet legal and operational requirements. The types of information we may collect include:

Identity details such as name and title.
Contact details such as telephone number, email address, and address.
Service details such as moving date, property type, access information, inventory notes, and delivery requirements.
Payment and billing information such as invoice details and transaction records.
Communication records such as messages, enquiries, complaints, and booking correspondence.
Technical information such as basic website or device information if you interact with our digital services, where applicable.

We do not intentionally collect special category data unless it is required for a specific legal, operational, or service-related reason and you have provided it voluntarily, or another lawful basis applies.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and arrange removals or man and van services.
To manage bookings, schedules, and service delivery.
To communicate with customers about service updates, changes, or queries.
To process payments, prepare invoices, and maintain financial records.
To respond to complaints, claims, or customer support requests.
To maintain internal records and improve our services.
To meet legal, tax, accounting, and insurance obligations.
To prevent fraud, misuse, or other unlawful activity.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that it is needed for a compatible purpose or required by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The main lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, and managing payments.

Legal Obligation

We may process data to comply with legal duties, such as tax laws, accounting rules, insurance obligations, and record-keeping requirements.

Legitimate Interests

We may process personal 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 service management, customer communication, internal administration, fraud prevention, and business improvement.

Consent

In limited situations, we may rely on your consent, for example where consent is needed for certain marketing communications or optional processing. Where we rely on consent, you may withdraw it at any time.

Important: when processing is based on legitimate interests, we assess the impact on your rights and ensure that data use is proportionate and appropriate.

4. Data Sharing and Processors

We may share personal data with third parties where necessary to run our business and deliver services. These third parties act as processors or independent controllers depending on the role they perform.

Typical processors and recipients may include:

Payment providers for processing card or online transactions.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for secure storage and system support.
Communication service providers for email, phone, or messaging functionality.
Insurance providers where a claim or incident must be managed.
Legal or regulatory bodies where disclosure is required by law.

We ensure that any processor handling data on our behalf is subject to appropriate data protection obligations, including confidentiality, security, and restricted use of the data. We do not sell personal data.

In some cases, data may be transferred outside the UK. Where this happens, we take steps to ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. 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, tax, insurance, and dispute-resolution requirements.

Retention periods may vary depending on the type of data and the context in which it was collected. For example:

Quotation and booking records may be kept for a reasonable period to manage customer relations and follow-up enquiries.
Invoice and payment records may be retained for the period required by tax and accounting law.
Communication records may be retained for customer service, complaint handling, or evidence of instructions.
Incident or claim records may be held longer where needed for insurance, legal defence, or regulatory purposes.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in line with our retention practices.

6. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to be appropriate to the nature of the data and the risks involved.

Examples may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis. However, no system can be guaranteed to be completely secure, and users should also take care when sharing information electronically.

7. Your Rights

As a data subject, you have rights over your personal information. Subject to legal conditions and exemptions, these rights may include:

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 restrict processing – to request that we limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive 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.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated.

8. Children’s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children unless it is provided by an adult in connection with a booking or lawful service arrangement. If we become aware that data has been collected inappropriately, we will take appropriate steps to delete or secure it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updates will apply from the date of publication or implementation, as appropriate. We encourage customers to review the policy periodically so they remain informed about how their information is handled.

10. Summary of Our Commitment

Man With Van Catford is committed to protecting personal data and respecting customer privacy. We collect only the information needed to provide moving and transport services, process it under a valid lawful basis, share it only with appropriate processors or where required by law, and retain it only for as long as necessary. Customers in the area can exercise their rights at any time, subject to legal limits.

This policy is designed to support transparency, accountability, and fair processing for every customer we serve in the Catford area.