Privacy Policy - Man With Van Catford

This Privacy Policy explains how Man With Van Catford collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Catford customers in the Catford area, including anyone who enquires about, books, or receives our moving, delivery, and related services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, suppliers, and other individuals whose personal data we process in connection with our services. If you use our services, request a quote, make a booking, communicate with us, or otherwise interact with us, we may process your personal data as described below.

2. Data we collect

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

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service-related data such as moving details, property access information, inventory lists, delivery preferences, and booking notes.
Payment and transaction data such as payment status, invoices, receipts, and records of services provided. We do not retain card details unless necessary through a secure payment provider.
Communication data such as emails, messages, complaints, feedback, and customer service correspondence.
Technical data where applicable, such as basic device or usage information if you interact with our digital systems.
Legal and compliance data such as records required for tax, accounting, insurance, or dispute resolution purposes.

We do not intentionally collect special category personal data unless it is necessary and lawful to do so. If such information is provided by you, we will only process it where a valid legal basis exists and where appropriate safeguards are in place.

3. How we collect personal data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide moving or delivery instructions;
complete forms or otherwise supply information voluntarily;
submit feedback, reviews, or complaints; or
engage our services through a third party acting on your behalf.

We may also receive data from third parties where necessary to perform our services, for example from building managers, letting agents, business partners, insurers, accountants, or payment processors.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as arranging and delivering removal services, preparing estimates, confirming bookings, and managing payments.

Legal obligation

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

Legitimate interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving services, managing customer relationships, preventing fraud, handling disputes, and maintaining business records. We always consider whether such processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example for specific marketing communications or optional data uses. Where consent is used, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in normal service delivery, but we will use them where necessary in exceptional circumstances.

5. How we use your data

We use personal data to:

provide quotes and manage bookings;
carry out moving, loading, unloading, and delivery services;
contact you about service arrangements or changes;
process payments and maintain financial records;
deal with complaints, claims, and dispute resolution;
fulfil our legal and regulatory obligations;
improve our operations, customer experience, and service quality;
keep internal records and safeguard our business;
prevent misuse, fraud, or unlawful activity.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or we have another lawful basis to do so.

6. Sharing your data and processors

We may share personal data with trusted third parties where necessary to run our business and deliver our services. These third parties act as processors or independent controllers depending on the nature of the relationship. Examples include:

Payment processors to handle secure transactions;
Accountants and tax advisers for financial compliance;
IT and hosting providers that support our systems and data storage;
Insurance providers and claims handlers where relevant to cover or resolve incidents;
Legal and professional advisers for contractual or regulatory matters;
Subcontracted service providers assisting with deliveries or related work under our instructions.

We require processors to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection law. We do not sell your personal data.

7. International transfers

If any personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, so that your data remains protected.

8. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, including meeting legal, accounting, insurance, and contractual requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

booking and service records may be retained for the duration of the customer relationship and for a reasonable period afterward;
financial and tax records are typically kept for the period required by law;
complaints, claims, and correspondence may be retained until they are resolved and for an additional period if needed for legal protection;
data no longer needed is securely deleted, anonymised, or destroyed.

Where we retain data based on legitimate interests or legal obligations, we regularly review it to ensure it is still necessary.

9. Data security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures are designed to be reasonable and proportionate to the risks involved. While no system can be guaranteed completely secure, we work to maintain strong safeguards and restrict access to those who need it for legitimate business purposes.

10. Your rights

Under data protection law, you have several rights in relation to your personal data. These may include the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you have provided to us, where applicable;
withdraw consent at any time where processing is based on consent;
complain to the Information Commissioner’s Office if you believe your rights have been infringed.

Some rights apply only in specific circumstances, and exceptions may exist under the law. We will respond to requests in line with applicable data protection requirements.

11. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a lawful service arrangement and with appropriate authorisation from a responsible adult where required.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how your information is handled.

13. Summary of our approach

Man With Van Catford only processes personal data that is necessary for service delivery, legal compliance, and legitimate business purposes. We keep information secure, share it only with trusted processors where needed, retain it for appropriate periods, and respect your rights under UK data protection law.