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 and businesses who request removals, transport, delivery, collection, packing support, or related van services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

We believe privacy should be clear and transparent. This policy is designed to help you understand what data we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and the rights you have over your information.

1. Information We Collect

We collect only the personal data necessary to provide and manage our services effectively. Depending on how you interact with us, we may collect the following categories of information:

Identity details: name, title, and any relevant business or company name.
Contact details: address, email address, telephone number, and service location details.
Service details: booking date, moving requirements, item descriptions, access notes, property type, and delivery instructions.
Payment information: transaction details and billing records. We do not store more payment information than is necessary for processing and record-keeping.
Communication records: messages, quotations, call notes, complaints, and correspondence related to the service.
Technical data: limited information such as device type, browser data, and website usage information if you interact with our online systems.
Special instructions: any details you choose to provide that help us carry out the job safely and efficiently.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific reason. If such information is shared with us, we will treat it with additional care and only process it where permitted by law.

2. How We Use Your Data

We use personal data for operational, contractual, legal, and administrative purposes. These may include:

responding to enquiries and preparing quotations;
managing bookings and scheduling moves;
providing packing, transport, and related moving services;
communicating with you about arrangements, changes, or service updates;
processing payments and maintaining accounting records;
handling complaints, claims, or service issues;
meeting legal, tax, insurance, and regulatory obligations;
improving our services, internal processes, and customer experience;
protecting against fraud, misuse, or security incidents.

We only use your data for purposes that are compatible with the original reason it was collected, unless we are required or permitted by law to use it otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal information. We rely on the following bases where appropriate:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes, taking bookings, carrying out removals, and managing payments.

Legal obligation

We may process and retain certain information to comply with tax laws, accounting requirements, insurance obligations, consumer protection rules, and other legal duties.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include service improvement, administration, record keeping, fraud prevention, and protecting our business and customers.

Consent

In limited situations, we may rely on your consent, for example where it is required by law for certain types of marketing or optional processing. When we rely on consent, you have the right to withdraw it at any time.

4. Data Sharing and Processors

We do not sell your personal data. We may share information only where necessary and proportionate to deliver our services, comply with law, or support our operations. In some cases, we use trusted third-party processors who act on our instructions and are contractually required to protect your information.

These processors may include:

Payment service providers for processing transactions;
Accounting and bookkeeping providers for financial administration;
IT, cloud storage, and email service providers for secure record management and communications;
Scheduling or customer management systems used to organise bookings and service records;
Insurance providers, legal advisers, or dispute resolution services where required to handle claims or compliance matters;
Subcontractors or partner service providers only when needed to complete a service you requested.

We require processors to use appropriate security measures and to process personal data only for the specified purpose. Where data is shared with independent third parties, they will be responsible for their own compliance with data protection obligations.

5. Data Retention

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

Booking and service records are typically kept for a period needed to manage the service and any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to deal with queries, complaints, or evidence of instructions.
Claims or dispute-related records may be kept longer where necessary to defend or establish legal claims.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed completely secure, we aim to use reasonable safeguards and regularly review our procedures to help protect your information.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limits or exceptions, but we will always assess your request carefully.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain cases.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where consent is used, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before acting on a request, especially where the request involves sensitive or high-risk information.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will only do so where appropriate safeguards are in place and the transfer complies with data protection law. These safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by a parent, guardian, or responsible adult. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

10. 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. We encourage customers to review this policy periodically so they remain informed about how their personal information is handled.

11. Summary of Our Commitment

We respect the privacy of every customer and aim to process personal data fairly, lawfully, and securely. Our approach is based on minimisation, purpose limitation, storage limitation, and accountability. In practical terms, this means we collect only what we need, use it only for valid reasons, and keep it only for as long as necessary.

Man With Van Fulham is committed to protecting your information while delivering reliable moving services across the area. If you use our services, you can expect that your data will be handled with care, used responsibly, and retained only when there is a lawful reason to do so.