Privacy Policy - Man With Van Greenwich

Man With Van Greenwich is committed to protecting your privacy and handling your personal data in a fair, transparent, and secure manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man With Van Greenwich customers in the Greenwich area, including anyone who makes an enquiry, requests a quote, books a move, or otherwise interacts with us in relation to our removal and van services.

This policy is designed to comply with the UK GDPR and the Data Protection Act 2018. It should help you understand what information we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Information We Collect

We may collect personal information directly from you, from third parties you authorise, or from your use of our services. The type of data we collect depends on the nature of your enquiry or booking.

Identity information such as your name.
Contact details such as your email address, telephone number, billing address, and service address.
Booking and service information including moving date, property access details, inventory information, special handling instructions, and service preferences.
Payment information such as payment status, transaction records, and limited billing details. We do not store full card details where payment processing is handled securely by third-party providers.
Communication records including emails, messages, phone notes, complaint details, and any feedback you provide.
Technical information such as IP address, browser type, device information, and basic usage data if you interact with our digital systems.
Additional information you choose to provide, such as access requirements, item descriptions, or instructions relevant to your move.

We only collect data that is relevant and necessary for providing our services, managing customer relationships, meeting legal obligations, and improving operational efficiency.

2. How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, manage, and complete moving and van services.
To communicate with you about bookings, scheduling, and service updates.
To process payments and maintain accounting records.
To handle customer support, complaints, and service-related queries.
To improve our services, operations, and customer experience.
To comply with legal, tax, insurance, and regulatory requirements.
To prevent fraud, misuse, and security incidents.

We do not use your personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out removals, handling payment, and fulfilling service obligations.

Legal Obligation

We may process your data where required to comply with legal obligations, such as tax rules, accounting requirements, insurance duties, or lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. Examples include service improvement, fraud prevention, business administration, and maintaining secure records. When relying on legitimate interests, we consider whether the processing is reasonable, necessary, and proportionate.

Consent

In some situations, we may rely on your consent, particularly for optional communications or non-essential processing. Where consent is used, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Data and Processors

We do not sell your personal data. However, we may share it with trusted third parties who assist us in delivering our services. These parties act as processors or independent controllers depending on the circumstances.

Examples of processors or service providers may include:

Payment processing providers.
IT and cloud storage providers.
Accounting and bookkeeping systems.
Customer communication tools.
Administrative or operational support providers.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

All processors are required to handle personal data securely, lawfully, and only on our instructions, where applicable. We take steps to ensure that appropriate contracts and safeguards are in place before any data is shared.

We may also disclose data if required by law, court order, or to protect our legal rights, prevent fraud, or protect the safety of our customers, staff, or the public.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, and operational requirements. Retention periods vary depending on the nature of the information and the applicable legal obligations.

Enquiry records may be retained for a reasonable period to manage follow-up communication and future service requests.
Booking and service records may be retained for the duration of the service relationship and afterwards for administration, dispute handling, and record-keeping.
Financial and tax records are usually retained for the period required by law.
Complaint and dispute records may be retained longer where necessary to resolve claims or protect legal interests.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review the data we hold to ensure it is not kept longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing.

While we work hard to safeguard your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to pose a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and any legal exceptions.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - in certain cases, you may ask us to delete your data.
Right to restriction - you may ask us to limit how we use your data in some situations.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you may request transfer of certain data in a structured, commonly used format.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

If you believe your data has been handled unlawfully, you also have the right to lodge a complaint with the UK Information Commissioner’s Office. Before doing so, we encourage you to raise any concerns with us so we can try to resolve the matter promptly and fairly.

8. Children’s Data

Our services are intended for adults arranging removals or van services. We do not knowingly collect personal data from children unless it is incidentally provided as part of service delivery and is necessary for the booking or household move. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to remove it.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. This may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to maintain a high level of protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date they are published, and we encourage customers to review the policy periodically.

By using the services of Man With Van Greenwich, you acknowledge that your personal data will be handled in accordance with this Privacy Policy. This policy applies to all customers in the Greenwich area and is intended to give you clear information about how your data is used, protected, and retained.

We value your privacy and aim to process personal data only when it is necessary, fair, and lawful.