Privacy Policy - Man With A Van Catford

This Privacy Policy explains how Man With A Van Catford collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers. It applies to all Man With A Van Catford customers in the Catford area and surrounding local service area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and van services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Who We Are

For the purposes of data protection law, Man With A Van Catford is the data controller for the personal data described in this policy. This means we determine the purposes and means of processing your personal information in connection with our van, removal, transport, and related customer services.

This policy applies to individuals who use or enquire about our services, including residential and business customers, and any person acting on behalf of a customer, such as a landlord, tenant, estate agent, office manager, or authorised representative.

2. Personal Data We Collect

We collect only the data that is necessary for providing services, managing bookings, fulfilling contracts, maintaining records, and meeting legal obligations. The personal data we may collect includes:

Identity data such as your name and, where relevant, the name of a business or organisation you represent.
Contact data such as your telephone number and email address.
Service and booking data such as collection and delivery addresses, moving dates, service requirements, property access details, inventory or item descriptions, and special handling instructions.
Payment and billing data such as payment status, invoicing details, and transaction records. We do not retain card details unless necessary for a payment method and only where processed securely by a payment provider.
Communication data such as enquiries, messages, complaints, feedback, and records of our correspondence with you.
Technical data where applicable, such as basic device and usage information from our systems or digital forms used to process your enquiry.
Proof or verification data if needed to confirm identity, booking authority, or service eligibility.

We generally do not seek to collect special category data. However, if you voluntarily provide information that could reveal sensitive details, we will only use it where necessary and in line with applicable legal requirements.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving or transport services;
to communicate about service arrangements, changes, delays, or follow-up matters;
to issue invoices, process payments, and keep financial records;
to handle complaints, claims, and dispute resolution;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity;
to maintain internal records, service quality, and operational reporting.

We use your information only for the purposes set out in this policy or for closely related compatible purposes. We will not sell your personal data.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the nature of the interaction, we rely on one or more of the following lawful bases:

Contract - where processing is necessary to enter into or perform a contract with you, such as providing a quotation, making a booking, or carrying out a move.
Legal obligation - where processing is required to meet legal, tax, accounting, or regulatory requirements.
Legitimate interests - where processing is necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, or defending legal claims, provided those interests are not overridden by your rights and freedoms.
Consent - where we ask for your permission for specific optional processing and you are free to withdraw consent at any time.

Where we rely on legitimate interests, we balance our interests against your privacy rights to ensure that the processing is appropriate and proportionate.

5. Data Retention

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

Quotation and enquiry records may be retained for a reasonable period to manage follow-up queries and business administration.
Booking and service records are retained for the duration of the service relationship and for a further period where needed for record-keeping, claims handling, or legal compliance.
Invoice and payment records are retained in line with statutory tax and accounting obligations.
Correspondence and complaint records may be retained to resolve disputes, improve service, and demonstrate compliance.

When data is no longer needed, we take appropriate steps to securely delete, anonymise, or archive it in accordance with our retention practices.

6. Processors and Sharing of Data

We may share personal data with trusted third parties who act as data processors or independent controllers, only where necessary for service delivery, administration, or compliance. These may include:

Payment processors that securely handle transactions;
Accounting and bookkeeping providers that support financial record-keeping;
IT, cloud storage, and system support providers that host or maintain our business systems;
Communication service providers used to manage emails, forms, or messages;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities where disclosure is required by law, court order, or lawful request.

Where we use processors, they are required to handle personal data only on our instructions and to implement suitable security and confidentiality safeguards. If data is transferred outside the UK, we will ensure appropriate legal protections are in place.

7. Data Security

We use reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and review of our service providers’ security arrangements.

Although no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the data we process and the risks involved.

8. Your Rights

You have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law. These rights 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 restriction - to ask us to limit how we use your data in certain cases.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

Exercising your rights will not usually involve a fee, although we may charge a reasonable administrative fee or refuse repetitive or unfounded requests where permitted by law.

9. Children’s Data

Our services are intended for adults and business users arranging transport or moving services. We do not knowingly collect personal data from children except where it is incidental to a customer arrangement and necessary for the service. If we become aware that we have collected child-related data inappropriately, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitments

Transparency

We aim to be clear about what data we collect and why we collect it.

Necessity

We collect only data that is relevant and necessary for our services.

Security

We use appropriate safeguards to protect personal information.

Accountability

We maintain records and processes to demonstrate compliance with data protection law.

By using our services, making an enquiry, or placing a booking with Man With A Van Catford, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

This policy applies to all Man With A Van Catford customers in the Catford area and related local service locations.