Privacy Policy - Man And Van Battersea

Effective date: This Privacy Policy applies to all Man And Van Battersea customers in the Battersea area and explains how we collect, use, store, share, and protect personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Man And Van Battersea is committed to protecting your privacy and handling your personal information fairly, lawfully, and transparently. This Privacy Policy sets out the types of data we may collect, the reasons 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.

We only process personal data that is necessary for providing our moving, transport, loading, unloading, and related services. We aim to collect the minimum amount of information required to manage bookings, deliver services efficiently, meet legal obligations, and improve our operations.

2. Who this policy applies to

This policy applies to all customers in Battersea and the surrounding area who use, enquire about, or receive services from Man And Van Battersea. It also applies where you communicate with us by phone, email, online forms, message services, or through third-party booking platforms.

By using our services, you acknowledge that your personal data may be handled as described in this policy. If you provide us with information about another person, you should ensure that you have their permission to do so.

3. Information we collect

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

Identity information: name, title, and any details you provide when making a booking or enquiry.
Contact information: address, email address, telephone number, and service location details.
Booking and service details: moving date, collection and delivery addresses, property access notes, items to be moved, special handling instructions, and service preferences.
Payment and billing information: payment status, invoice details, and limited transaction records. We do not intentionally store full payment card details where these are processed by secure third-party payment providers.
Communication records: messages, call notes, complaints, feedback, and correspondence relating to your enquiry or booking.
Technical information: basic device or usage information where relevant to online booking systems, such as IP address, browser type, and timestamps.
Photographs and service evidence: images or notes taken before, during, or after a move when needed to confirm service completion, assess access, or document items and property condition.

We generally do not seek to collect special category data. However, if such data is shared with us unnecessarily, we will handle it with appropriate care and only where required for legitimate business purposes or legal obligations.

4. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange and manage bookings;
to deliver moving and transport services;
to communicate service updates or changes;
to process payments, invoices, and refunds where applicable;
to keep records of work completed;
to manage complaints, claims, and disputes;
to maintain business records and meet accounting and tax requirements;
to improve service quality, training, planning, and internal administration;
to comply with legal and regulatory obligations.

We will only use your data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use it for an unrelated purpose, we will notify you where required.

5. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes handling bookings, service delivery, scheduling, invoicing, and customer support.

Legitimate interests

We may process your data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, preventing fraud, maintaining service quality, improving customer experience, and keeping appropriate records.

Legal obligation

We may process and retain certain information where we are required to do so by law, including for accounting, tax, insurance, or regulatory purposes.

Consent

In limited cases, we may rely on your consent, for example where you agree to receive certain optional communications. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing your data and processors

We may share personal data with trusted third parties where necessary to run our business and provide services. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors or service providers may include:

accounting and bookkeeping providers;
payment processing services;
IT, cloud storage, and data backup providers;
customer communication and booking management tools;
professional advisers such as insurers, lawyers, or tax advisers;
subcontracted movers or logistics personnel engaged to complete your service.

Where we use processors, we require them to handle personal data securely and only on our instructions, with appropriate confidentiality and data protection safeguards in place.

We may also disclose personal data where required by law, court order, or to protect our rights, customers, staff, or property. We do not sell personal data.

7. International transfers

In some cases, data may be stored or processed outside the UK, for example where cloud or software providers use international infrastructure. Where this happens, we take steps to ensure that suitable safeguards are in place and that your data receives an adequate level of protection in line with applicable law.

8. Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including meeting legal, accounting, insurance, and reporting obligations.

Booking and customer records: generally retained for the period needed to manage the service and resolve any follow-up issues.
Financial and tax records: retained for the period required by law.
Complaint and dispute records: retained for as long as reasonably necessary to defend or resolve claims.
Marketing consent records: retained until you withdraw consent or opt out.

When data is no longer required, we will delete, anonymise, or securely destroy it. Where practical, we review retention periodically to ensure data is not kept for longer than necessary.

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and data minimisation practices.

While we take reasonable steps to safeguard information, no method of transmission or storage is entirely secure. If a personal data breach occurs that is likely to pose a risk to your rights and freedoms, we will take appropriate action and notify relevant parties where required by law.

10. Your rights

Under data protection law, you have a number of rights regarding your personal data. 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 how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions or limitations. If you wish to exercise any of these rights, we will respond in accordance with applicable law.

11. Marketing

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. We will respect your request and update our records accordingly.

We will never use your personal data for unnecessary marketing purposes without an appropriate lawful basis.

12. Children’s data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children in the course of normal business activities. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it unless we are legally required to keep it.

13. Complaints and supervisory authority

If you have concerns about how we use your personal data, please raise them with us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your rights have been infringed.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any revised version will replace the previous version once it takes effect. We recommend reviewing this policy periodically to stay informed about how we protect your information.

15. Summary

In summary, Man And Van Battersea processes personal data only where necessary to provide services, manage bookings, meet legal obligations, and operate responsibly. We use lawful bases such as contract, legitimate interests, consent, and legal obligation; we retain data only as long as needed; we use trusted processors under appropriate safeguards; and we respect your data protection rights.

This policy applies to all Man And Van Battersea customers in the Battersea area.