Privacy Policy - Man With A Van Claphamcommon

This Privacy Policy explains how Man With A Van Claphamcommon collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Claphamcommon customers in the area, including anyone who requests a quote, books a service, receives a moving service, or communicates with us in connection with a removal or transport job. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Claphamcommon provides moving and transport services to customers in and around Clapham Common. In relation to the personal data described in this policy, we act as a data controller where we determine the purposes and means of processing personal information for service delivery, administration, and compliance purposes.

2. Data We Collect

We collect only the personal data that is necessary for the purposes outlined in this policy. The type of information collected may include:

Identity details such as your name and title.
Contact details such as your email address, phone number, and moving address.
Service information such as booking dates, property access notes, item lists, moving requirements, and service preferences.
Billing and payment data such as invoice details, payment status, and transaction references.
Correspondence records such as emails, messages, complaint details, and customer feedback.
Technical data if you interact with our digital systems, including basic device, browser, or usage information used for security and performance purposes.
Special instructions relevant to the moving service, for example access issues, parking arrangements, or building restrictions.

We do not intentionally collect sensitive personal data unless it is provided by you and is necessary for a specific service-related reason. Where such information is not required, please avoid sharing it.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, manage bookings, and deliver moving services.
To communicate with customers about job details, scheduling, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, disputes, and customer support matters.
To comply with legal obligations such as tax, accounting, and record-keeping requirements.
To protect our business, staff, and customers against fraud, misuse, or unlawful activity.
To improve our operations, services, and customer experience.

We only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose and that further use is lawful.

4. Lawful Basis for Processing

We process personal data only where there is a lawful basis under UK GDPR. Depending on the circumstances, we rely on the following bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, carrying out the move, and taking payment.

Legal Obligation

We may process and retain certain information where required to comply with legal duties, including tax, accounting, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer records, improving service quality, preventing fraud, and maintaining internal administration.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications not required for service delivery. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties who assist us in providing our services. These parties act as processors or independent controllers depending on the nature of the service. We ensure that appropriate data protection safeguards are in place before sharing information.

Typical categories of processors may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support invoice and tax administration.
IT and cloud service providers that host data, maintain systems, or support communications.
Customer management and scheduling tools used to organise bookings and service records.
Professional advisers such as insurers, legal advisers, or auditors where needed.

We may also disclose data where required by law, to respond to lawful requests from public authorities, or to protect the rights, property, or safety of our business, customers, or staff. We do not sell personal data.

6. Data Retention

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

Quote and enquiry records are generally kept for a limited period to manage follow-up and customer service.
Booking and service records are kept for the duration required to complete the service and handle any post-service issues.
Financial and invoice records are retained for the period required under applicable tax and accounting laws.
Complaint and dispute records may be retained longer where necessary to resolve issues or defend legal claims.

When personal data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. Retention is always limited to what is necessary and lawful.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will ensure that suitable safeguards are in place in accordance with data protection law. This may include reliance on adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 information.
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 situations.
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.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Children’s Data

Our services are intended for adult customers and business administration purposes. We do not knowingly collect personal data from children except where it is incidental and necessary to a customer’s moving arrangement. If we become aware that data has been collected inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitments

Man With A Van Claphamcommon handles personal data lawfully, fairly, and transparently. We collect only the information needed to provide moving services, manage bookings, process payments, and meet legal obligations. We use appropriate processors, keep data only as long as necessary, and respect the rights of all customers in the area. Our goal is to ensure that your personal information is treated with care, confidentiality, and respect at every stage of the service.