Privacy Policy - Man And Van Roehampton

This Privacy Policy explains how Man And Van Roehampton collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related transport services. It applies to all Man And Van Roehampton customers in the area, including private individuals, households, landlords, tenants, students, and business clients who use our services within Roehampton and surrounding local locations.

We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Data We Collect

We only collect personal data that is necessary to provide our services, manage bookings, and meet our legal and operational obligations. The type of information collected may include:

Identity details such as your name, title, and any business name you provide.
Contact details such as telephone number, email address, and postal address.
Service details including pickup and delivery addresses, booking dates, move size, item descriptions, access notes, and service preferences.
Payment information such as transaction records, payment status, and billing details. We do not store card data unless required through a secure payment provider.
Communication records including emails, messages, call notes, and complaint or support correspondence.
Website or device data if you use our online services, such as IP address, browser type, and usage information collected through cookies or similar technologies.
Special instructions you choose to share, for example relating to access, fragile items, or scheduling needs.

We do not intentionally collect special category data unless you voluntarily provide it and it is required for a specific service request. If such information is shared, we will handle it with extra care and only where a lawful basis exists.

2. How We Use Your Data

We use personal data to deliver our services efficiently and safely. Typical uses include:

Processing quotations, bookings, and service requests.
Planning routes, scheduling teams, and arranging vehicle use.
Communicating with you about the status of your booking or any changes.
Invoicing, receiving payments, and keeping financial records.
Handling customer support, complaints, claims, and service follow-up.
Meeting tax, accounting, insurance, and legal obligations.
Improving service quality, training staff, and preventing fraud or misuse.

We only use your data for the purposes explained in this policy or for purposes that are compatible with them. We will never sell your personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before we process personal data. Depending on the situation, Man And Van Roehampton relies on the following bases:

Contract

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

Legal Obligation

We may process data where required to comply with legal obligations, such as tax accounting, record keeping, insurance requirements, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests do not override your rights and freedoms. This can include business administration, service improvement, customer support, security, and internal record management.

Consent

In limited cases, we rely on consent, for example where we need to send certain optional marketing messages or use non-essential cookies where required. If we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties only process data according to our instructions and for the purposes described in this policy. Examples may include:

Payment service providers who securely handle payments and transaction verification.
Accounting and bookkeeping providers who assist with financial records and tax compliance.
IT and cloud storage providers who store data and maintain systems securely.
Communication platforms used for email, messaging, and customer support.
Insurance or legal advisers where necessary for claims, disputes, or compliance.

We may also disclose data where required by law, court order, or regulatory authority. If our business is restructured, sold, or merged, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

We take steps to ensure that all processors provide sufficient guarantees regarding confidentiality, security, and lawful processing. Where data is transferred outside the UK, we use suitable safeguards such as adequacy regulations or standard contractual clauses where appropriate.

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, and reporting obligations. Retention periods depend on the type of record and the reason for processing.

Booking and service records are generally retained for a reasonable period after the service ends to handle follow-up queries, disputes, or claims.
Financial and invoice records are kept for the period required by tax and accounting law.
Customer communications are retained only as long as needed for service management and record keeping.
Marketing preferences are kept until you withdraw consent or object, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These may include access controls, secure storage, password protection, staff confidentiality obligations, and careful selection of service providers. Although no system is completely risk-free, we work continuously to reduce risks and maintain a secure environment.

7. Your Rights

As a data subject, you have rights under data protection law. Subject to legal conditions and exemptions, these may include:

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

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before taking action to protect your privacy.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your personal data has been handled unlawfully or unfairly.

8. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from minors except where provided by a parent, guardian, or responsible adult in connection with a service request. If we become aware that we have collected information from a child without appropriate authority, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers in Roehampton and the surrounding area to review this policy periodically so they remain informed about how their data is protected.

10. Summary of Our Commitment

Man And Van Roehampton values privacy and handles personal information responsibly. We collect only what we need, use it for clear purposes, keep it for no longer than necessary, and protect it with appropriate safeguards. Our aim is to provide a reliable moving service while respecting your rights and maintaining trust.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.