Man and Van Battersea Privacy Policy

This Privacy Policy explains how Man and Van Battersea collects, uses, stores and protects personal data when providing removal, collection, delivery and related services. It applies to all customers and prospective customers of Man and Van Battersea in our operating area, including visitors who contact us or request a quotation.

Man and Van Battersea acts as the data controller for the personal data described in this Privacy Policy, meaning we determine the purposes and means of processing your personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Personal data we collect

We collect and process only the personal data necessary to arrange and deliver our services. This may include:

Identification and contact details, such as your name, title, postal address, collection and delivery addresses, and any alternative contact details you choose to provide. Booking and service details, such as details of the moving job, property access information, dates and times, special instructions and notes necessary to complete the service safely and efficiently. Communication records, such as information you provide when you speak to us, request a quotation, make a complaint or give feedback. Transaction information, such as records of services provided, amounts charged and payment status, as required for invoicing and accounting. Technical data, such as basic information generated when you visit our online pages or interact with our digital forms, including timestamps and general device or browser information where applicable.

We do not intentionally collect special category data such as health information or data regarding race, religion or similar. If you voluntarily share such information with us, we will only use it where strictly necessary to provide the service, for example to consider access needs or health and safety requirements.

How we collect your data

We collect personal data directly from you when you contact us, request a quote, make a booking, provide instructions, or communicate with us before, during or after a job. We may also receive personal data indirectly if another person books a service on your behalf and provides your details for contact or access, or where a business customer gives us contact details of staff members who will be present at the property.

Purposes and lawful bases for processing

We process your personal data only when we have a lawful basis to do so. The main purposes and corresponding lawful bases are:

To provide quotations and perform our services. We use your contact details, addresses and service information to provide estimates, confirm bookings, plan routes and complete the job. The lawful basis is performance of a contract or taking steps at your request before entering into a contract. To manage customer relationships. We use your information to communicate about bookings, respond to enquiries, handle complaints and manage any changes or cancellations. The lawful basis is performance of a contract and our legitimate interest in ensuring good customer service. To manage invoicing, payments and accounts. We process transaction data to issue invoices, record payments, and maintain financial records. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and taxation. To improve and manage our business. We may use non‑excessive customer data for internal analysis, service improvement, staff training and planning. The lawful basis is our legitimate interest in operating and developing our services in a way that does not override your rights and freedoms. To comply with legal and regulatory requirements. We may process personal data where required by law, for example to respond to lawful requests from authorities or to meet record‑keeping obligations. The lawful basis is compliance with a legal obligation. To protect our rights and handle disputes. We may process relevant data where necessary to prevent fraud, enforce our terms, or establish, exercise or defend legal claims. The lawful basis is our legitimate interests in protecting our business.

Where we rely on legitimate interests, we assess that our processing is proportionate and does not unduly impact your privacy. You may object to processing based on legitimate interests as described in the section on your rights.

Data retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, and to meet legal, accounting or reporting requirements. In general, we apply the following retention guidelines:

Quotation and enquiry records are usually retained for a limited period, after which they are deleted or anonymised if no booking is made. Booking and service records, including contact details linked to a completed job, are normally kept for a number of years to manage our relationship with you, respond to questions, and comply with legal and tax obligations. Financial and accounting records are retained for the period required under applicable law.

When personal data is no longer needed, we securely delete or anonymise it so that it can no longer be associated with you.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the operation of our services, under written terms that require them to protect your data and use it only on our instructions. These service providers may include:

IT and systems providers that host or support our booking, communication or storage systems. Payment and accounting service providers used to process payments and manage our accounts. Operational partners or subcontractors who assist in delivering our services, such as drivers or additional vehicles where required.

In some circumstances, we may also share personal data where required by law, for example with law enforcement, courts or regulatory bodies, or where it is necessary to protect our rights or the safety of our staff, customers or the public.

Where any processing takes place outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data receives an equivalent level of protection, such as by using standard contractual clauses or other recognised safeguards.

Data security

We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse or disclosure. These measures include limiting access to personal data to staff and service providers who need it to perform their duties, using secure storage methods for physical and digital records, and implementing safeguards around devices and systems used to access customer information.

While we work to protect your personal data, no system can be guaranteed to be completely secure. We maintain procedures to assess and respond to potential data incidents, including obligations to notify you and relevant authorities where required by law.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These include:

The right of access. You have the right to request confirmation that we process your personal data and to receive a copy of that data, together with information about how it is used. The right to rectification. You can ask us to correct inaccurate or incomplete personal data about you. The right to erasure. In some circumstances, you may ask us to delete your personal data, for example where it is no longer needed for the original purpose and there is no overriding legal reason for us to retain it. The right to restrict processing. You can request that we restrict the use of your personal data in certain situations, such as while we resolve a query about its accuracy. The right to object. You may object to processing based on our legitimate interests if you believe your rights and interests outweigh our reasons for processing. We will review such requests and stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims. The right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your data in a structured, commonly used format and to request that it be transferred to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can address your concerns.

Children

Our services and website are intended for adults and are not aimed at children. We do not knowingly collect personal data from children. If we learn that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any changes will apply from the date they are posted. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.