Privacy Policy ??? Man With Van Catford

This Privacy Policy explains how Man With Van Catford collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With Van Catford customers in the area, including individuals, households, landlords, tenants, and businesses that use our removal, transport, loading, and related moving services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man With Van Catford acts as the data controller for the personal data we collect when you make an enquiry, request a quote, book a service, or otherwise interact with us. This means we determine the purposes and means of processing your personal data. Where we use third-party service providers to support our operations, they may act as data processors or separate controllers depending on the service they provide.

2. Personal data we collect

We collect only the information needed to provide our services effectively, manage our business, and comply with legal obligations. The categories of data we may collect include:

Identity information: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service details: moving dates, collection and delivery addresses, access information, item descriptions, and any special instructions.
Billing and transaction details: payment status, invoices, and records of services purchased.
Communication records: messages, enquiry history, complaint details, and notes relating to customer support.
Technical data: basic device or usage information if collected through digital systems used to manage bookings or service administration.
Safety and operational information: details necessary to plan lifting, handling, parking, route access, or risk management.

We do not seek to collect more information than is reasonably required. If you provide information about third parties, such as another occupant, a landlord, or a recipient at a delivery address, you should ensure you have the authority to share that information with us.

3. How we use personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, deliver, and manage moving services;
to confirm appointments, manage scheduling, and coordinate access;
to process payments, issue invoices, and keep financial records;
to communicate with customers about service updates or changes;
to handle complaints, claims, or disputes;
to maintain safety, prevent fraud, and protect our property and operations;
to meet legal, regulatory, accounting, and insurance obligations;
to improve service quality and business administration.

We will only use your personal 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 process your data for an unrelated purpose, we will explain the legal basis where required.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the circumstances, the lawful bases we rely on may include:

Performance of a contract

We process data when it is necessary to provide a quote, book a move, deliver services, manage customer requests, or fulfil our contractual obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing enquiries, improving operations, securing our services, and maintaining appropriate business records.

Legal obligation

We may retain or disclose information where needed to comply with tax, accounting, insurance, transport, or other legal requirements.

Consent

In limited situations, we may rely on your consent, for example where optional information or marketing-related processing is involved. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These parties may act as data processors under our instructions or, in some cases, as independent controllers. The types of recipients may include:

Payment service providers who process transactions securely;
Accounting and bookkeeping providers who assist with financial administration;
IT, software, and data storage providers who support booking systems, record management, or secure hosting;
Insurance providers where claims or coverage matters arise;
Professional advisers such as legal or tax advisers;
Public authorities where disclosure is required by law.

Where we use processors, we ensure appropriate contractual safeguards are in place and that they only process data on our documented instructions, keep it secure, and use it only for the agreed purpose. We do not sell personal data.

6. International transfers

If any service provider processes personal data outside the UK, we will take appropriate steps to ensure your information remains protected. This may include using approved contractual safeguards or relying on an adequacy decision where applicable.

7. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of information and the context in which it is used. In general:

enquiry records may be kept for a limited period to manage follow-up and service history;
booking and transaction records may be retained for tax and accounting purposes;
complaints, claims, and dispute records may be kept for longer where needed;
data that is no longer required is securely deleted or anonymised.

When deciding retention periods, we consider the volume, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and any applicable legal requirements.

8. Data security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These 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 data;
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 cases;
Right to object ??? to object to processing based on legitimate interests or direct marketing;
Right to data portability ??? to receive certain data in a structured, commonly used format;
Right to withdraw consent ??? where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner???s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so that we can try to resolve the issue promptly.

10. Children???s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected information from a child inappropriately, we will take reasonable steps to delete it.

11. Automated decision-making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes, we will update this policy and provide relevant information about how such processing works and the rights available to you.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The latest version will apply to all Man With Van Catford customers in the area from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

Last reviewed: This policy is intended to provide clear and fair information about how Man With Van Catford handles personal data, with a focus on transparency, security, and respect for individual rights.