Privacy Policy - Man With A Van Battersea

This Privacy Policy explains how Man With A Van Battersea collects, uses, stores, shares, and protects personal data when providing services to customers in Battersea and the surrounding area. It applies to all Man With A Van Battersea customers in the area, including individuals and businesses who request quotations, make bookings, receive removals or transport services, or otherwise interact with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is necessary for delivering our services, maintaining records, meeting legal obligations, and improving the customer experience.

1. Who We Are

Man With A Van Battersea is a service provider offering moving, transport, and related logistics services to customers in Battersea and nearby locations. For the purposes of data protection law, we act as a data controller in relation to the personal information we decide to collect and use about our customers, prospective customers, suppliers, and website or service users.

This policy covers personal data processed during enquiries, quotations, bookings, payments, service delivery, customer support, feedback, and any post-service administration.

2. What Data We Collect

We collect only the data necessary to manage enquiries and provide our services properly. Depending on how you interact with us, the categories of personal data may include:

Identity details such as name and title.
Contact details such as telephone number, email address, and service address.
Booking information including dates, times, pickup and delivery locations, inventory details, and access notes.
Payment information such as billing details and transaction records. We do not retain more payment data than necessary.
Communication records including emails, messages, call notes, and customer instructions.
Service history such as quotes provided, jobs completed, complaints, and feedback.
Technical data if you interact with our digital systems, such as IP address, browser type, and usage information.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such information is shared with us, for example in relation to access requirements or health-related moving needs, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To schedule and deliver moving or transport services.
To communicate with customers about bookings, changes, or service requirements.
To process payments and manage accounts.
To maintain accurate records of services provided.
To deal with complaints, claims, and dispute resolution.
To meet legal, accounting, tax, and regulatory obligations.
To improve our services, customer experience, and internal operations.
To prevent fraud, misuse, or unauthorized access to our systems or services.

We only use personal data for the purposes described in this policy or for purposes that are compatible with them. We will not sell your personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man With A Van Battersea relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, issuing invoices, and handling customer requests related to the service.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include internal administration, record keeping, improving service quality, safeguarding operations, and responding to customer feedback.

Legal Obligation

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

Consent

Where required by law, we rely on your consent. For example, this may apply to certain optional communications or non-essential processing. You may withdraw consent at any time where consent is the lawful basis for processing.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide services or operate our business. These third parties may act as processors or, in some cases, separate controllers.

Examples of processors may include:

IT and software providers that host our records or booking systems.
Payment service providers that process transactions securely.
Accountants or bookkeeping services supporting financial administration.
Communication and email service providers.
Customer management tools used to organise enquiries and jobs.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection obligations. We take steps to ensure that any processors we use provide appropriate safeguards.

We may also disclose personal data if required by law, court order, or lawful request from a public authority, or where necessary to protect our rights, customers, staff, or property.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

In general:

Enquiry records may be kept for a reasonable period to follow up on quotations or future service requests.
Booking and service records may be retained for operational, tax, and dispute resolution purposes.
Payment and invoice records may be stored for the period required by law.
Complaint and claim records may be retained until the issue is resolved and any related limitation period has expired.

When data is no longer required, it will be securely deleted, anonymised, or destroyed.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorized access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality procedures, and limiting access to those who need the information for business purposes.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs and is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant authorities and affected individuals where appropriate.

8. International Transfers

If any service providers process data outside the United Kingdom, we will ensure that appropriate safeguards are in place before such transfers occur. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

9. Your Rights

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

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is used as the lawful basis.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has not been handled lawfully. We encourage you to raise concerns with us first so we can try to resolve them directly.

10. Cookies and Similar Technologies

If we use websites or online tools, technical data may be collected through cookies or similar technologies to support functionality, security, and basic analytics. Where consent is required, it will be requested before non-essential cookies are used. You can manage cookie preferences through your browser or device settings.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer, and only where appropriate safeguards apply.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any updated version will apply from the date it is published or otherwise communicated.

By using the services of Man With A Van Battersea, you acknowledge that your personal data may be processed as described in this Privacy Policy. We are committed to treating your information with care, transparency, and respect.