Privacy Policy - Man With Van South Croydon

Man With Van South Croydon is committed to protecting your privacy and handling your personal data in a fair, lawful, and transparent way. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, man and van, removal, and related services. It applies to all Man With Van South Croydon customers in the South Croydon area, including anyone who requests a quote, makes a booking, receives services, or communicates with us in connection with our work.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read together with any service terms or agreements that apply to your booking.

1. Personal Data We Collect

We may collect and process different types of personal data depending on the service you request and how you interact with us. The data may include:

Identity data such as your name and title.
Contact data such as your phone number, email address, and moving address details.
Service data such as property access details, inventory information, preferred dates, special handling needs, and instructions for moving items.
Payment and transaction data such as billing information, payment confirmation, and records of services purchased.
Communication data such as messages, enquiry notes, complaints, and customer service correspondence.
Technical data such as basic device or browser information if you contact us through electronic means.

We generally do not seek to collect special category data unless it is strictly necessary. If such data is provided to us accidentally or as part of an explanation relevant to a service, we will only process it where we have an appropriate legal basis and additional safeguards.

2. How We Use Your Personal Data

We use your personal data only where it is necessary for our business operations and for providing services to you. Typical uses include:

responding to enquiries and providing quotations;
arranging and delivering moving and removal services;
managing bookings, schedules, and service changes;
processing payments and maintaining records;
communicating about your service and any operational updates;
handling complaints, disputes, or insurance-related matters;
maintaining internal accounting, administrative, and business records;
meeting legal, tax, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We will only use your information for the purposes explained in this policy or for purposes that are reasonably compatible with them.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for using your personal data. Depending on the situation, we rely on the following bases:

Performance of a contract

We process personal data when it is necessary to provide a quotation, make a booking, carry out a move, handle payments, or otherwise perform a contract with you.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include managing operations, keeping records, improving our services, preventing fraud, and resolving service issues.

Legal obligation

We may retain and use certain data where needed to comply with legal obligations, such as accounting, tax, insurance, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where we need to process optional information or use data for a purpose that requires permission. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

4. Sharing Your Personal Data

We do not sell your personal data. We may share it only where necessary and appropriate for running our business and delivering services. Recipients may include:

Service providers and processors who help us operate our business, such as IT support, scheduling tools, accounting systems, and payment processors;
Professional advisers such as accountants, insurers, legal advisers, or claims handlers;
Subcontractors or operational partners involved in fulfilling a booked service, where required to complete the move or related task;
Public authorities or law enforcement where we are required to disclose data by law or to protect rights, safety, or property.

Where third parties act as processors, they are required to handle personal data only on our instructions and to keep it secure. We take reasonable steps to ensure they meet applicable data protection standards.

5. Data Processors

We may use trusted processors to assist with business functions. These may include providers of:

cloud storage and file management;
customer communication tools;
accounting and bookkeeping software;
payment processing services;
IT maintenance and security support;
document storage and administration systems.

These processors only process personal data for specified purposes and are expected to use appropriate technical and organisational measures to protect it. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual safeguards where required.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting obligations. Retention periods may vary depending on the nature of the information and the reason for processing.

In general:

booking and service records may be retained for business administration and dispute resolution;
payment and invoicing records may be retained for tax and accounting purposes;
correspondence may be kept for as long as needed to manage the customer relationship and any follow-up issues;
where data is no longer needed, it will be securely deleted, anonymised, or archived as appropriate.

We review retained data regularly to make sure it is not held longer than necessary.

7. Data Security

We use reasonable technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

While no system is completely secure, we work to reduce risks and respond appropriately if we become aware of any data incident.

8. Your Rights

As a data subject under the UK GDPR, 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 data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
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 or limitations. If you exercise a right, we may need to verify your identity before responding.

9. Cookies and Similar Technologies

If we use online systems that collect technical data, we may process limited device or browser information for security, functionality, or performance purposes. Any such processing will be handled in line with applicable privacy and electronic communications rules. Where consent is required, we will seek it before using non-essential technologies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or how we process personal data. 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.

11. How This Policy Applies

This Privacy Policy applies to all personal data processed by Man With Van South Croydon in connection with services provided to customers in the South Croydon area. By using our services, requesting a quote, or communicating with us about a move, you acknowledge that your information may be handled in accordance with this policy and applicable law.

In summary, we process only the data needed to provide and manage our services, we do so on a lawful basis, we limit sharing to trusted processors and necessary third parties, and we keep information only as long as required. We also respect your privacy rights and aim to handle all personal data responsibly, securely, and transparently.