Privacy Policy - Man With Van Greenwich

This Privacy Policy explains how Man With Van Greenwich collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Greenwich customers in the area, including prospective customers, residential clients, business clients, and anyone who contacts us for a quote, booking, or service enquiry. We are committed to handling personal information in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Greenwich provides man and van, removals, delivery, and transport services. In the course of offering these services, we act as a data controller for the personal information we determine the purposes and means of processing. This policy sets out how we meet our legal obligations and how individuals can understand and exercise their privacy rights.

2. Information We Collect

We collect only the information that is necessary to provide our services, manage our relationship with customers, and comply with legal duties. The types of data we may collect include:

Identity data such as name and title;
Contact data such as phone number, email address, and service address;
Booking and service data such as moving date, inventory details, access instructions, and service preferences;
Payment data such as billing details and payment status;
Communication data such as messages, call notes, and feedback;
Technical data where relevant, such as device or usage information when you interact with online enquiry forms;
Special category data only where necessary and with appropriate safeguards, for example if you voluntarily disclose information needed to support an access requirement or vulnerability during a move.

We do not intentionally collect more information than is required. If you choose not to provide certain details, we may be unable to deliver some services or tailor them properly.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations;
To confirm, manage, and carry out bookings;
To plan routes, allocate staff, and ensure safe delivery;
To communicate service updates, changes, or issues;
To process payments and manage invoices;
To maintain records of services provided;
To handle complaints, disputes, and claims;
To meet legal, regulatory, insurance, and tax obligations;
To improve service quality, training, and operational efficiency;
To prevent fraud, misuse, or unlawful activity.

4. Lawful Basis for Processing

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

Performance of a Contract

We process data to provide quotes, make bookings, complete moves, issue invoices, and deliver the services you have requested. Without this data, we may not be able to perform our contract with you.

Legal Obligation

We may process and retain information where needed to comply with tax, accounting, transport, insurance, health and safety, or other statutory obligations.

Legitimate Interests

We may process data for legitimate business purposes, such as improving services, handling customer support, preventing fraud, protecting our property and staff, and maintaining internal records. We always balance these interests against your rights and freedoms.

Consent

In limited cases, we may rely on consent, especially where a customer voluntarily provides sensitive or optional information. Where consent is used, you may withdraw it at any time, without affecting processing already carried out lawfully before withdrawal.

5. Data Sharing and Processors

We may share personal information with trusted third parties who act as processors on our behalf, or in some cases as independent controllers. These third parties are only allowed to use data according to our instructions or their own legal responsibilities. Typical processors and recipients may include:

IT and hosting providers who support email, storage, and business systems;
Payment service providers who process card or electronic payments;
Accountants and professional advisers who help with tax, finance, and compliance;
Insurance providers where claims or risk management require relevant information;
Subcontracted service providers assisting with deliveries or removals;
Legal and regulatory bodies where disclosure is required by law.

We take steps to ensure processors are contractually bound to protect your data, keep it secure, and process it only for authorised purposes. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

Booking and service records are normally kept for a reasonable period to manage enquiries, disputes, and service history;
Financial records are kept in line with tax and accounting rules;
Communication records may be retained to document service decisions, customer support, or complaints;
Insurance or claims-related information may be retained for longer if needed to defend or pursue a claim.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify an individual. Retention is always limited to what is necessary and proportionate.

7. Data Security

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system is completely secure, we work to reduce risks and to respond appropriately if a security issue arises.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal information. These rights may apply depending on the legal basis for processing and the circumstances of your request:

Right of access – you can request a copy of the data we hold about you;
Right to rectification – you can ask us to correct inaccurate or incomplete information;
Right to erasure – you may ask us to delete your data in certain situations;
Right to restriction – you can ask us to limit how we use your data in certain circumstances;
Right to data portability – you may request that we provide certain data in a portable format;
Right to object – you can object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where we rely on consent, you may withdraw it at any time;
Right to complain – you can raise concerns with the UK Information Commissioner’s Office.

We will respond to requests in accordance with the law and may need to verify your identity before taking action. Some rights may not apply in every case, especially where we must keep information to comply with legal obligations or to establish, exercise, or defend legal claims.

9. Data Transfers

If personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. Any international transfer will be handled carefully to maintain the security and lawful processing of your information.

10. Children’s Data

Our services are not intended for children under 18 unless arranged by a parent, guardian, or authorised adult. We do not knowingly collect children’s personal data except where it is necessary to provide the service requested and appropriate consent or authority is in place.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The most recent version will apply to how we handle personal data. We encourage customers to review it periodically so they remain informed about how their information is used.

12. Summary of Our Commitment

Man With Van Greenwich is committed to processing personal data fairly, lawfully, and transparently. We collect only what is needed, use it for clearly defined purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your privacy rights and work to ensure that all customer data is handled responsibly across our services in Greenwich and the surrounding area.