Privacy Policy - Man And A Van Bermondsey

This Privacy Policy explains how Man And A Van Bermondsey collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Bermondsey customers in the area, including individuals who request quotes, book services, communicate with us, or receive removals, transport, delivery, loading, unloading, or related moving services.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect information that is necessary for legitimate business purposes and we take appropriate steps to keep it secure.

1. Personal Data We Collect

We may collect the following categories of personal data when you use our services, contact us, or interact with us during a booking or enquiry:

Identity details such as your name, title, and any relevant business name.
Contact details such as your address, email address, and telephone number.
Service details such as pickup and delivery locations, access information, dates, times, inventory details, and special handling requirements.
Payment information such as transaction records, billing details, and payment confirmations.
Communication records including emails, messages, phone notes, complaints, feedback, and customer service correspondence.
Technical data where relevant, including limited device and usage information if you interact with our digital systems.
Operational information such as parking arrangements, stair access, property constraints, and other details needed to complete the move safely and efficiently.

We may also process special category data only where it is necessary and where a lawful condition applies. For example, this may occur if you provide information about accessibility needs or health-related requirements that affect the delivery of our services. We do not seek such information unless it is needed for service delivery or safety.

2. How We Collect Your Data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide instructions before, during, or after a service;
submit a complaint, enquiry, or feedback;
make a payment or receive an invoice;
interact with our staff during the delivery of services.

We may also receive data from third parties where necessary to perform a service, such as a customer’s representative, landlord, property manager, payment provider, or another party involved in arranging the move. In addition, we may generate internal records based on our own service delivery activities.

3. How We Use Personal Data

We use personal data only for specified and legitimate purposes, including:

providing moving, transport, loading, unloading, and related services;
preparing quotes and confirming bookings;
planning routes, scheduling jobs, and managing staff resources;
communicating with customers about service details and changes;
issuing invoices, recording payments, and maintaining financial records;
handling customer service issues, disputes, and complaints;
meeting legal, tax, accounting, and regulatory obligations;
protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity;
improving our services, processes, and customer experience.

We do not use personal data for unrelated purposes without informing you and ensuring that such use is permitted by law.

4. Lawful Basis for Processing

We rely on one or more of the following lawful bases under UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, and completing moving or delivery work.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This includes managing operations, responding to enquiries, improving services, maintaining records, and protecting against misuse or fraud.

Legal Obligation

We process certain information where required to comply with legal duties, including tax, accounting, insurance, and other regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain forms of communication. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency situation involving safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

IT and hosting providers that support email, storage, security, or system administration;
payment processors that process card or online transactions;
accounting or bookkeeping providers that help maintain financial records;
customer management or scheduling tools used to organise bookings and service records;
professional advisers such as insurers, lawyers, or accountants where necessary;
subcontractors or operational partners involved in delivering a booked service;
public authorities where disclosure is required by law or necessary for legal proceedings.

Where we use processors, we take steps to ensure appropriate contractual safeguards are in place. We do not sell your personal data.

6. International Transfers

If any personal data is transferred outside the UK, we will make sure appropriate protections are in place. This may include UK adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms that safeguard your information to the required standard.

7. 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, or reporting requirements. Retention periods may vary depending on the type of data and the reason it was collected.

Booking and service records are generally retained for a period necessary to manage the relationship and resolve any post-service issues.
Financial records are retained for the period required under tax and accounting laws.
Correspondence and complaints may be retained for a reasonable period to demonstrate how enquiries and disputes were handled.
Marketing preferences are retained until you withdraw consent or object, where applicable.

When data is no longer needed, we securely delete, anonymise, or destroy it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, regular review of data handling practices, and limitation of access to those who need it for legitimate business purposes.

Although we take reasonable steps to safeguard your information, no system can be guaranteed completely secure. If a data incident occurs, we will respond in line with applicable law and our internal procedures.

9. Your Rights

Under UK data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the 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 how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exemptions or legal requirements. We will respond to requests in accordance with applicable law.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is provided incidentally and is necessary for the service, such as household or access-related information. If we become aware that we have collected data in error, we will take appropriate steps to delete or protect it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man And A Van Bermondsey is committed to protecting the privacy of every customer in the Bermondsey area. We collect only the information needed to provide reliable services, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and retain it only for as long as necessary. We also respect your rights and aim to manage your data in a fair, secure, and responsible manner.

This Privacy Policy applies to all Man And A Van Bermondsey customers in the area.