Privacy Policy - Man And Van Walthamstow

This Privacy Policy explains how Man And Van Walthamstow collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Walthamstow customers in the area, including individuals who request quotes, make bookings, receive moving services, or communicate with us in relation to a removal, delivery, collection, or related service.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the categories of information we may collect, the reasons we process it, the lawful bases we rely on, how long we keep it, the processors we may use, and the rights available to you.

1. Information We Collect

We collect only the information needed to provide our services, manage bookings, and meet legal and operational requirements. The types of personal data we may process include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking and service details including preferred dates, moving requirements, property access notes, inventory information, and instructions.
Payment-related information such as transaction records, invoice details, and payment confirmation.
Communication records including emails, messages, call notes, and any feedback or complaints you share with us.
Operational information such as service location, route details, and scheduling information required to perform the work.

We may also collect limited technical information when you interact with us electronically, such as basic device or browser information, where necessary for security, service administration, or troubleshooting. We do not collect more information than we reasonably need.

2. How We Use Your Personal Data

We use personal data to deliver our services properly and to manage our business. This may include:

Providing quotations and handling enquiries.
Confirming bookings and arranging the service.
Carrying out removals, deliveries, collections, or related work.
Managing payments, invoices, and accounting records.
Maintaining service quality, handling complaints, and resolving disputes.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, or security incidents.
Improving our internal planning, service delivery, and customer experience.

We only use data in ways that are compatible with the purpose for which it was collected. Where we need to use your data for a different purpose, we will do so only where permitted by law.

3. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, arranging services, carrying out the move, and managing payments.

Legal Obligation

We may process certain information where necessary to comply with legal obligations, such as tax rules, accounting requirements, record-keeping duties, insurance obligations, or responding to lawful requests from public authorities.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include managing and improving our services, securing our operations, preventing fraud, keeping internal records, and handling customer enquiries.

Consent

In limited cases, we may rely on your consent, for example where it is specifically required for certain optional communications. Where consent is used, you may withdraw it at any time. This will not affect processing carried out before withdrawal.

4. Retention of Personal Data

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

Customer enquiry and quotation records are usually kept for a reasonable period to manage follow-up questions and service administration.
Booking and service records may be retained for the length of the service relationship and for a period after completion in case of disputes, claims, or operational review.
Invoice and payment records are retained for the period required by tax and accounting law.
Complaint or claim records may be kept longer where needed to defend legal claims or comply with insurance requirements.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Sharing Personal Data and Processors

We do not sell personal data. However, we may share information with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors or service providers may include:

IT and cloud storage providers used to host, secure, and maintain records.
Accounting and bookkeeping services used to manage invoices, receipts, and tax records.
Payment service providers used to process transactions securely.
Communication and administrative tools used to organise bookings and customer correspondence.
Insurance or professional advisers where required for claims handling, legal advice, or compliance.

Where a processor handles personal data on our behalf, we require them to act only on our instructions, to use appropriate security measures, and to keep the data confidential. If information must be shared with authorities, courts, or law enforcement, we will do so only where legally required or permitted.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restricted data handling practices. While no system can be guaranteed completely secure, we work to keep personal data protected and to respond promptly to any suspected breach.

7. Your Rights Under UK GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these include:

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

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are concerned about how your data has been handled. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

8. Children’s Data

Our services are intended for adult customers and business users arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and is provided by an adult customer. If we become aware that we have collected data from a child without an appropriate basis, we will take steps to delete it where required.

9. International Transfers

In some cases, service providers may store or process data outside the UK. Where this occurs, we take appropriate steps to ensure that your personal data is protected to a standard that is consistent with UK GDPR requirements, including the use of approved safeguards where needed.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. Fair and Transparent Processing

We aim to ensure that all processing is transparent, proportionate, and limited to what is necessary for the services we provide. We only retain information for legitimate operational reasons, and we treat customer data with care and respect. If you provide us with personal information about other people, you should ensure that you have the authority to do so and that they are aware of this policy where appropriate.

Man And Van Walthamstow is committed to safeguarding the privacy of every customer in the area. If you use our services, contact us for a quotation, or arrange a booking, this policy explains how your personal data will be handled in a compliant and responsible manner.