Privacy Policy

Privacy Policy for Man with Van Catford Customers

This Privacy Policy explains how Man with Van Catford collects, uses, stores and protects personal data relating to customers and prospective customers in the Catford area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Catford customers and individuals who make enquiries or use our services in the area.

Who we are and scope of this policy

Man with Van Catford provides transport and removal services to residential and business customers. In providing these services, we act as a data controller for the personal data we collect and process about our customers and prospective customers. This Privacy Policy covers all personal data processed in connection with our services, including enquiries, bookings, service delivery and follow-up communications.

Types of personal data we collect

We collect and process different categories of personal data depending on how you interact with us. This may include:

Identification and contact data such as name, title, postal address, collection and delivery addresses, billing address, email address and any other contact details you provide.

Service and booking data such as details of your enquiry, inventory information, property access information, preferred dates and times, and any special instructions needed to complete the service.

Communication data such as the content of emails, messages or verbal communications that we record in our booking system, including any feedback, complaints or queries.

Payment-related data such as information necessary to process payments and issue invoices. We do not store full payment card details and use secure payment processors where relevant.

Technical and usage data such as information generated when you visit our website or interact with our online forms, for example basic device information, approximate location, pages visited and the time and date of your visit. This may be collected using cookies or similar technologies where applicable.

Any other information you choose to provide to us that is necessary to deliver our services safely and effectively.

Lawful bases for processing your personal data

We only process your personal data when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract performance. We process personal data to enter into and perform a contract with you, such as providing a quotation, confirming a booking, delivering removal and transport services, issuing invoices and managing any related queries or disputes.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. These interests include managing and improving our services, responding to enquiries, promoting our services to existing customers, maintaining accurate records and ensuring security.

Legal obligations. We process personal data when necessary to comply with legal obligations, such as tax, accounting and record-keeping requirements, and to respond to lawful requests from regulatory or law enforcement authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of direct marketing communications by electronic means where consent is required. When we rely on consent, you can withdraw it at any time by contacting us using the details provided in this policy.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to enquiries, provide quotations and advise you on the services that may be suitable for your needs.

To set up and manage bookings, including confirming dates and times, planning routes and logistics, and coordinating with you on the day of service.

To deliver our removal and transport services safely, efficiently and in accordance with your instructions.

To process payments, issue invoices, manage accounts and pursue or defend legal claims where necessary.

To communicate with you about changes to your booking, service updates, terms and conditions and policy changes.

To handle complaints, feedback and customer service queries, and to improve the quality of our services based on your comments.

To maintain accurate internal records and management information for business administration, planning and reporting.

To send you marketing or promotional information about our services where this is permitted by law and, where required, where you have consented.

To protect the security, integrity and availability of our systems, premises and vehicles.

Data sharing and use of processors

We do not sell your personal data to third parties. We may share your personal data with carefully selected third parties where necessary to provide our services, comply with the law or operate our business. These third parties may include:

Service providers and data processors who support our operations, such as IT and hosting providers, website and booking system providers, payment processors, accountants and administrative support services. These parties act on our instructions and are contractually required to protect your personal data.

Drivers, porters and subcontractors engaged by us to help deliver removal and transport services, but only to the extent necessary for them to perform their role, for example receiving addresses and contact details for collection and delivery.

Professional advisers such as lawyers, auditors and insurers where necessary to obtain advice, manage legal claims or comply with our regulatory obligations.

Law enforcement bodies, regulators, courts or other public authorities where we are legally required or permitted to disclose personal data, or where disclosure is necessary to protect our rights, your safety or the safety of others.

Whenever we use processors, we ensure that appropriate contractual and security measures are in place to safeguard your personal data.

International transfers of personal data

Our services are primarily provided within the United Kingdom and we aim to store and process personal data within the UK or European Economic Area wherever possible. If we use service providers that transfer personal data outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures recognised under data protection law, to protect your rights.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.

Enquiry and quotation data will generally be retained for a limited period after the enquiry is closed, to allow us to respond to follow-up questions and to manage our records.

Contract and booking data, including invoices and related correspondence, will generally be retained for the duration of our relationship with you and for a further period to comply with tax, accounting and limitation period requirements.

Marketing data will be kept for as long as you remain subscribed or until you object or withdraw your consent, after which we will retain only minimal information to record your preference not to receive marketing.

When personal data is no longer needed, it will be securely deleted, anonymised or archived in accordance with our data retention practices and legal obligations.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or destruction. These measures include limiting access to personal data to staff and processors who need it for their work, using secure systems and taking reasonable steps to keep information up to date and accurate. However, no system can be completely secure and we cannot guarantee absolute security of your data.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Your rights include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain additional information.

Right to rectification. You can request that we correct or complete any inaccurate or incomplete personal data that we hold about you.

Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. You can request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing. We will stop processing your data unless we have compelling legitimate grounds or a legal requirement to continue.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

If you wish to exercise any of these rights, please contact us using the details provided to you separately as part of our service communications and paperwork.

Complaints and contact

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office in the United Kingdom if you believe your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updated version will apply to all existing and new customers from the date on which it is issued. We recommend that you review this policy periodically to stay informed about how we protect your personal data.