Privacy Policy - Man With A Van Wimbledon

This Privacy Policy explains how Man With A Van Wimbledon collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Man With A Van Wimbledon customers in the Wimbledon area, including prospective customers, booked customers, and any individuals whose data we process in connection with our services.

1. Who We Are

Man With A Van Wimbledon provides moving, delivery, and transport-related services to residential and commercial customers. For the purposes of UK data protection law, we act as the data controller for the personal data we collect and use in connection with these services, unless otherwise stated. This means we decide how and why your personal data is processed.

2. Information We Collect

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

Identity details such as your name and title.
Contact details such as address, email address, and phone number.
Booking details such as collection and delivery addresses, moving dates, service type, item descriptions, access information, and special instructions.
Payment information such as billing details, payment status, and transaction records. We do not store full card details unless this is necessary for payment processing by a secure provider.
Communication records including emails, calls, messages, and notes from customer enquiries or complaints.
Service information such as images provided for quotes, inventory lists, and job completion records.
Technical and usage data where relevant, such as basic website or device information, cookies, and analytics data if you interact with digital services we use for administration.

We do not intentionally collect special category data unless it is required for a specific service, or you choose to provide it voluntarily and we have a lawful basis to process it. If such information is supplied, we will handle it with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage and fulfil bookings and moving services.
To communicate with you about your booking, timing, access, changes, or service issues.
To process payments, issue invoices, and handle refunds or disputes.
To maintain business records and improve service quality.
To comply with legal, tax, accounting, and insurance obligations.
To prevent fraud, misuse, or unlawful activity.
To defend or exercise legal claims where necessary.

We always aim to process data in a fair, transparent, and proportionate way. Your privacy matters to us, and we only use information where it is necessary and lawful to do so.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. We may rely on one or more of the following bases:

Contract – when processing is needed to provide a quote, arrange a booking, or perform our moving and transport services.
Legal obligation – when we are required to keep records for tax, accounting, insurance, or regulatory purposes.
Legitimate interests – when processing is necessary for our business operations, such as managing enquiries, improving services, securing our systems, or keeping internal records, provided these interests are not overridden by your rights and freedoms.
Consent – where we ask for your permission, for example in limited circumstances involving optional communications or specific data uses. You may withdraw consent at any time where consent is the basis relied upon.

Where we process special category data, we will only do so if a valid condition under data protection law applies and suitable safeguards are in place.

5. Sharing Your Data and Processors

We do not sell personal data. We may share it only where necessary and lawful, and only with parties that help us deliver our services or meet our obligations. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

Payment processors that handle secure payment transactions.
IT and cloud service providers that store data, host systems, or support communications.
Accounting and invoicing providers that assist with financial records and compliance.
Customer management or booking tools used to organise enquiries and service delivery.
Insurance providers where required for claim handling or risk management.
Professional advisers such as lawyers, accountants, or auditors where necessary.

When we use processors, we ensure they are contractually bound to process personal data only on our instructions, keep it secure, and respect data protection law. If data is transferred outside the UK, we will use appropriate safeguards to protect it.

6. Data Retention

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 operational requirements. Retention periods depend on the type of data and the reason it is held.

Enquiry records may be kept for a limited period after the enquiry ends.
Booking and service records are retained for the period needed to manage the contract and resolve any issues.
Financial and tax records are kept for the length of time required by applicable law.
Complaint or dispute records may be retained longer where needed to establish 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.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality obligations, and limited access based on business need. While no method of transmission or storage is completely risk-free, we take reasonable steps to safeguard your information.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how your data is used in certain cases.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

Please note that some rights are not absolute and may be subject to legal exceptions or overriding obligations, such as record-keeping requirements.

9. Children’s Data

Our services are generally intended for adults arranging moving or delivery services. We do not knowingly collect personal data from children unless it is provided incidentally and is necessary for the service. If we become aware that we have collected data unlawfully from a child, we will take steps to remove it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised 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 data is handled.

11. Complaints and Data Protection Oversight

If you are concerned about how your personal data has been used, you have the right to raise the matter with the relevant data protection authority in the UK. Before doing so, we encourage you to contact us so we can try to resolve the issue promptly and fairly. We take privacy concerns seriously and will review any complaint with care.

12. Summary of Our Commitment

Man With A Van Wimbledon is committed to handling personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. All customers in the Wimbledon area can expect their information to be treated with care and in accordance with UK data protection principles.