Privacy Policy - Man And Van Wimbledon

Last updated: This Privacy Policy explains how Man And Van Wimbledon collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Wimbledon customers in the area, including anyone who requests, books, receives, or enquires about our moving, removals, and related services.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out what information we collect, why we collect it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and the rights available to you.

By using our services or communicating with us, you acknowledge that you have read and understood this Privacy Policy. We only process personal data to the extent necessary for our business operations and service delivery.

2. Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any information you provide to identify yourself.
Contact data: address, email address, and telephone number.
Booking and service data: moving details, collection and delivery locations, preferred dates, property access information, item descriptions, and service requirements.
Payment and transaction data: records of payments made, invoices, and payment confirmations. We do not store full card details where a secure payment processor is used.
Communication data: emails, text messages, call notes, and any enquiries, complaints, or feedback you send to us.
Technical data: basic device and usage information if you interact with our online systems, such as IP address, browser type, and cookies where applicable.
Operational data: records needed to manage bookings, allocate staff, schedule jobs, and complete services safely.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a specific purpose, such as accessibility or health-related access needs connected to a move. In such cases, we process it only where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to provide moving and van services;
to respond to enquiries and prepare quotations;
to manage bookings, schedules, and job completion;
to process payments and issue invoices;
to communicate service updates, confirmations, and service-related notices;
to handle complaints, disputes, or claims;
to maintain business records and comply with legal duties;
to improve our services, operations, and customer experience;
to protect against fraud, misuse, and security incidents.

We only use personal data for the purpose for which it was collected, or for a compatible purpose permitted by law.

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes handling bookings, providing moving services, taking payments, and communicating about the service.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. These interests include business administration, service improvement, security, fraud prevention, internal record keeping, and handling customer queries.

Legal Obligation

We may process and retain certain information to comply with tax, accounting, insurance, and other legal requirements. This may include maintaining records of transactions and service activity.

Consent

Where required by law, we rely on your consent. For example, if we ever need to use your information for optional marketing communication, we will only do so with your clear permission and you may withdraw that consent at any time.

5. Sharing and Processors

We do not sell your personal data. We may share it only when necessary and appropriate for the operation of our services. This may include trusted processors and service providers who act on our instructions and are contractually required to protect your data.

Examples of processors may include:

payment processing providers;
accounting or bookkeeping services;
IT and cloud storage providers;
customer communication or scheduling tools;
professional advisers such as insurers, auditors, or legal advisers;
subcontracted service providers involved in completing a booking, where necessary.

We may also disclose personal data where required by law, regulation, court order, or to protect our rights, customers, staff, or property. Any third party receiving data must use it only for the specified purpose and must keep it secure.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations.

Booking and service records: retained for as long as needed to manage the service and resolve any follow-up issues.
Financial records: retained for the period required by tax and accounting law.
Communication records: retained for a reasonable period to support customer service and dispute handling.
Technical and security data: retained only as long as necessary for security monitoring and system integrity.

When personal data is no longer required, 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 from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, limited staff access, and data minimisation practices. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk and respond promptly to any suspected incident.

8. International Transfers

If any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place. Such safeguards may include standard contractual protections or other approved mechanisms to ensure your data remains protected to a standard consistent with UK data protection law.

9. Your Rights

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict the processing of your data in certain situations;
object to processing based on legitimate interests;
data portability for information you provided to us where applicable;
withdraw consent where processing is based on consent.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can attempt to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to a booking and necessary for service delivery, such as when family arrangements are involved.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect operational, legal, or regulatory changes. The revised version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your information.

12. Summary of Our Approach

Man And Van Wimbledon processes personal data only when needed, uses lawful bases under data protection law, keeps information for a limited time, and works with processors that are required to safeguard your data. We aim to be transparent, accountable, and respectful of your privacy at every stage of the service.

In short: we collect only necessary information, use it for legitimate service and legal purposes, retain it for no longer than needed, and ensure your rights are protected.