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, delivery, transport, and related services. It applies to all Man With A Van Wimbledon customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Wimbledon acts as the data controller for the personal information we collect in connection with our services. This means we determine why and how personal data is processed. In some cases, we may also work with third parties who act as data processors on our behalf. We expect all such parties to handle data responsibly and only in accordance with our instructions.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The types of data we may collect include:

Identity details such as name and, where relevant, business name
Contact details such as telephone number, email address, and service address
Booking information such as moving dates, item lists, access details, and service preferences
Payment information such as transaction records and billing details
Service records such as quotations, invoices, correspondence, and notes about completed work
Technical data such as basic website or device information if you interact with us online
Special category data only if you voluntarily disclose it and only where necessary, though we do not intentionally seek this information

We do not collect more information than is needed for a specific purpose. If you provide information about third parties, such as a family member or building manager, you should ensure you have permission to do so.

3. How We Use Personal Data

We use your personal data for the following purposes:

To provide quotations and manage bookings
To carry out moving, delivery, collection, or transport services
To communicate about schedules, access arrangements, and service updates
To process payments and issue invoices
To handle complaints, queries, and service-related requests
To maintain business records and improve service quality
To comply with legal, tax, accounting, and insurance obligations
To protect against fraud, misuse, or unlawful activity

We will only use your personal data for the purposes for which it was collected unless we reasonably believe that we need to use it for another compatible reason and that reason is permitted by law.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, the lawful bases we rely on include:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, delivering services, and managing payment arrangements.

Legal Obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, insurance, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing operations, improving services, maintaining security, preventing fraud, and retaining evidence of transactions.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information for a specific purpose. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who help us run our business. These parties act as data processors or, in limited cases, independent controllers. Examples may include:

Payment providers for processing transactions
Accounting and bookkeeping services for financial administration
IT and cloud service providers for secure storage and communications
Insurance providers where needed to handle claims or risk management
Professional advisers such as legal or tax advisers
Subcontractors or drivers assisting with the service

All processors are required to process personal data only on our instructions, to keep it secure, and to use appropriate technical and organisational measures. We do not sell personal data.

We may also disclose data where required by law, court order, or a lawful request from a public authority. If business ownership or structure changes, personal data may be transferred as part of that change, subject to appropriate safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer period is required or permitted by law. Retention periods may vary depending on the type of data and the legal basis for processing.

Booking and service records are kept for a reasonable period to manage enquiries, disputes, and customer service
Invoice and accounting records are retained for the period required by tax and accounting law
Correspondence may be kept for reference where needed to resolve issues or demonstrate compliance
Security and audit logs may be retained for a limited period to protect our systems and prevent misuse

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

7. Data Security

We take appropriate steps to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness procedures. While we work hard to protect all data, no method of transmission or storage can be guaranteed to be completely secure.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to request correction of inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to request that we limit how we process your data
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to request transfer of certain data in a structured format
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns about how your data is handled. We encourage you to contact us first so we can try to resolve any issue promptly and fairly. If you are not satisfied, you may also have the right to complain to the UK data protection supervisory authority.

9. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and ensure any such processing is carried out lawfully and with appropriate safeguards.

10. International Transfers

Where data is transferred outside the UK, we will ensure that suitable safeguards are in place so that your personal data remains protected to an adequate standard. This may include using approved contractual terms or relying on recognised adequacy arrangements.

11. 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. The most current version will apply to your use of our services. We recommend reviewing it periodically to stay informed about how your information is protected.

12. Summary

Man With A Van Wimbledon is committed to processing personal data fairly, transparently, and securely. We collect only the information needed to provide our services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain data only as long as necessary, and use trusted processors who are bound by data protection obligations. This policy applies to all customers in the Wimbledon area who use our services.

Last updated: 2026