Privacy Policy - Man With Van Fulham

This Privacy Policy explains how Man With Van Fulham collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Fulham customers in the area, including individuals who request quotes, make bookings, communicate with us, or otherwise use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help customers understand what information we process and why we process it.

1. Personal Data We Collect

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

Identity details such as your name.
Contact details such as your telephone number and email address.
Service information including pickup and delivery addresses, booking dates, access notes, and any special moving requirements.
Payment-related information where needed to process invoices, deposits, or refunds.
Communication records including messages, call notes, and correspondence related to your enquiry or booking.
Usage and technical data such as device type, browser information, and basic analytics where collected through digital systems.

We may also receive information from third parties where relevant to the service, for example from a person making a booking on your behalf, estate agents, property managers, or business partners assisting with the arrangement of a move. If we receive such information, we treat it in line with this Privacy Policy.

2. How We Use Personal Data

We use personal data only where we have a valid reason to do so. The main purposes for which we process your information include:

Responding to enquiries and providing quotes.
Managing bookings and arranging moving services.
Communicating with customers before, during, and after a service.
Processing payments, issuing invoices, and maintaining financial records.
Handling complaints, disputes, or service-related issues.
Meeting legal, tax, accounting, and regulatory obligations.
Improving our services, operations, and customer experience.
Protecting our business, staff, customers, and property from fraud or misuse.

We only collect data that is relevant and necessary for these purposes. We do not use personal data for unrelated purposes without first ensuring that doing so is lawful.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote, confirming a booking, carrying out a removal service, and managing related communications.

Legal Obligation

We may process and retain certain data because we are required to do so by law, including for tax, accounting, insurance, and record-keeping purposes.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, operational management, and maintaining business records.

Consent

In limited cases, we may ask for your consent, for example if a particular type of optional processing requires it. Where consent is used, you can withdraw it at any time, although this will not affect processing already carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and the delivery of our services. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

IT and hosting providers who support data storage, communications, or system maintenance.
Payment service providers who handle transactions securely.
Accounting and invoicing providers who help us manage financial records.
Customer management or scheduling tools used to organise bookings and enquiries.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We require processors to protect personal data and only process it on our instructions where applicable. We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. The retention period may vary depending on the type of information and the reason for processing.

Enquiry data may be kept for a limited period if no booking is made, so we can respond to follow-up questions or maintain business records.
Booking and service records are generally kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Complaint or dispute records may be kept longer where needed to resolve issues or defend legal claims.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to certain legal conditions or exceptions.

Right of Access

You have the right to request a copy of the personal data we hold about you and information about how we use it.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In some circumstances, you may ask us to delete your personal data. This right does not apply where we must keep the information for legal reasons or where it is necessary to establish, exercise, or defend legal claims.

Right to Restrict Processing

You can request that we limit how we use your data in certain situations, such as while a correction request is being reviewed.

Right to Object

You may object to processing based on legitimate interests. Where applicable, we will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms.

Right to Data Portability

Where processing is based on contract or consent and carried out by automated means, you may request a copy of your data in a structured, commonly used format.

Right to Withdraw Consent

If we rely on your consent for any processing, you may withdraw it at any time.

Man With Van Fulham will respond to valid rights requests within the timeframe required by law. We may need to verify your identity before responding to protect your information.

7. Data Security

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

While we work hard to protect information, no system is completely secure. We therefore cannot guarantee absolute security, but we will act promptly and appropriately if a personal data incident occurs.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any updated version will apply from the date it is issued. We encourage customers to review it periodically to stay informed.

9. Scope of This Policy

This Privacy Policy applies to all Man With Van Fulham customers in the area and to anyone whose personal data we process in connection with our moving and removal services. By using our services, making an enquiry, or providing your information to us, you acknowledge that your data will be handled in accordance with this policy and applicable data protection law.

Last updated: 2026