Privacy Policy - Man And A Van Battersea

This Privacy Policy explains how Man And A Van Battersea collects, uses, stores, and protects personal data in connection with our moving, transport, packing, delivery, and related services. It applies to all Man And A Van Battersea customers in the Battersea area, including individuals and businesses that enquire about, book, or receive our services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We want our customers to 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. By using our services, contacting us, or providing information to us, you acknowledge that your data may be processed as described in this policy.

1. Information We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity data: your name, and where relevant, the name of your business or organisation.
Contact data: address, email address, telephone number, and any preferred communication details.
Service and booking data: details of your move or delivery, collection and drop-off locations, property access information, inventory details, timing preferences, and service instructions.
Payment data: payment status, billing records, and transaction information. We do not store more payment information than is necessary for accounting and record-keeping purposes.
Correspondence data: messages, notes, complaint details, and any other communication exchanged with us.
Technical data: limited information such as IP address, browser type, or device information if you interact with our digital systems, where applicable.
Verification and safety data: information required to confirm booking details, reduce fraud, or ensure safe delivery and access.

We generally collect data directly from you when you submit an enquiry, make a booking, request a quote, communicate with us, or otherwise use our services. In some cases, we may receive information from third parties where necessary to complete a job, such as landlords, agents, employers, business contacts, or payment providers acting on your behalf.

2. How We Use Personal Data

We use personal data for specific and legitimate purposes related to our business operations. These include:

providing quotations and responding to enquiries;
arranging and delivering moving or transport services;
communicating service updates, booking details, and operational instructions;
processing payments, invoices, and account records;
handling complaints, disputes, and customer support matters;
maintaining business records and auditing service performance;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, customers, and property from misuse or fraud.

We do not use personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so. We also avoid collecting excessive or irrelevant information.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, our lawful bases include:

Contract

Most of the data we process is required to enter into and perform a contract with you. For example, we need your name, address, contact details, move information, and service instructions to provide the service you requested.

Legal Obligation

We may process certain information to comply with our legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include managing customer communications, improving our services, maintaining internal records, preventing fraud, and ensuring operational safety.

Consent

In limited situations, we may rely on your consent, such as for certain optional communications or where required by law. If we rely on consent, you can withdraw it at any time. Withdrawal of consent will not affect processing that has already taken place lawfully.

4. Data Sharing and Processors

We may share personal data with carefully selected third parties who assist in operating our business. These parties act as processors or, in some cases, independent controllers. We only share data when necessary and only to the extent required for the relevant purpose.

Examples of processors and service providers may include:

IT and system providers that support email, data storage, scheduling, or administration systems;
accounting and bookkeeping services for invoicing, taxation, and financial record management;
payment service providers that help process transactions securely;
professional advisers such as insurers, legal advisers, or auditors where necessary;
subcontracted workers or logistics partners assisting with a booked move or delivery;
regulators, law enforcement, or public authorities where disclosure is required by law.

All processors are required to handle personal data securely and only in accordance with our instructions, unless they are independently responsible under applicable law. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, insurance, and operational requirements. The retention period depends on the type of information and why it is being held.

In general:

booking and service records are retained for a period necessary to manage the service relationship and any follow-up issues;
financial and tax records are retained for the period required by law;
complaints or dispute records may be kept longer where needed to resolve claims or establish legal rights;
correspondence may be retained for a reasonable period for business continuity and evidence of communications.

When data is no longer needed, we will securely delete, destroy, or anonymise it. If we are required to keep data for legal reasons, we will store it safely and restrict access appropriately.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to data on a need-to-know basis.

However, no method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. If a data breach occurs that affects your rights and freedoms, we will respond in accordance with legal requirements.

7. Your Rights

Under data protection law, you have rights over your personal data. These rights may apply depending on the circumstances and the legal basis for processing. Your rights include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability: you may request that certain data be provided 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 raise concerns about how your data is handled. If you believe your rights have not been respected, you may contact the relevant supervisory authority in the UK.

8. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and explain how such processing works, the logic involved, and the consequences for affected individuals.

9. 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 necessary in connection with a household move, family arrangement, or other lawful service request and provided by an adult with authority to do so. If we become aware that we have collected information from a child without appropriate permission, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service offerings, or data handling practices. When we make changes, we will revise the policy accordingly. We encourage customers to review it periodically so they remain informed about how their information is used.

11. Summary of Key Principles

In summary, Man And A Van Battersea collects only the personal information needed to provide moving and related services, uses it for clear and lawful purposes, keeps it only for as long as necessary, and shares it only with trusted processors or where required by law. We respect your privacy and aim to handle your information fairly, transparently, and securely.

If you are a customer in Battersea and surrounding service areas covered by our operations, this policy applies to you whenever you use our services, make an enquiry, or otherwise provide personal data to us.