Privacy Policy - Man With Van Bermondsey

This Privacy Policy explains how Man With Van Bermondsey collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related moving services. It applies to all Man With Van Bermondsey customers in the area, including individuals and businesses that enquire about, book, or receive our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

By using our services, contacting us, or providing personal data to arrange a booking, you acknowledge the practices described in this policy. We aim to process personal data lawfully, fairly, transparently, and securely, while collecting only the information that is necessary for the services we provide.

1. Who We Are

Man With Van Bermondsey is a moving and transport service provider operating in Bermondsey and surrounding areas. For the purposes of data protection law, we act as the data controller for personal data collected directly from customers, prospective customers, and website or service users where applicable. This means we decide how and why your personal information is used.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, managing customer relationships, and meeting legal obligations. Depending on the type of service requested, the data we may collect includes:

• Identity details, such as your name, title, and where applicable, business name.
• Contact details, including telephone number, email address, and service address.
• Booking and service details, such as moving date, inventory information, access requirements, and special handling instructions.
• Payment information, including payment confirmation and limited billing details.
• Communication records, such as enquiries, complaints, messages, and service updates.
• Technical data, if collected through digital channels, such as device information, browser type, and basic usage logs.
• Optional information, such as any notes you choose to provide about fragile items, delivery instructions, or preferred arrangements.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. Special category data may include information about health, religion, ethnicity, or other sensitive personal data. If such information is provided, we only process it where permitted by law and where it is necessary for the requested service or for legal reasons.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

• make an enquiry or request a quote;
• book a service;
• provide moving instructions or service preferences;
• communicate with us by phone, email, or other means;
• submit feedback or make a complaint;
• make a payment or request an invoice.

We may also receive data from third parties where necessary to deliver the service, such as payment providers, referral partners, or business customers arranging moving services on your behalf. In all cases, we take steps to ensure that any data shared with us has a lawful basis for sharing.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. We rely on the following lawful bases depending on the circumstances:

Contract

We process personal data when 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, arranging moving services, processing payments, and delivering your items.

Legal Obligation

We may process data where required to comply with legal duties, such as record-keeping, accounting, taxation, fraud prevention, or responding to lawful requests from public authorities.

Legitimate Interests

We may process personal 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 customer enquiries, improving service quality, maintaining service records, or protecting our business from misuse or claims.

Consent

Where required by law, we rely on your consent. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotes;
• to schedule, manage, and deliver moving services;
• to contact you regarding service updates, delays, or changes;
• to process payments and issue receipts or invoices;
• to handle complaints, disputes, and customer support issues;
• to keep records of services provided;
• to improve our operations, safety, and service quality;
• to comply with legal and regulatory requirements.

We use data only for the purposes for which it was collected unless we reasonably believe another compatible purpose is necessary and lawful.

6. Data Sharing and Processors

We may share personal data with trusted third parties known as processors or service providers who help us operate our business. These processors only act on our instructions and are required to protect your data. Examples may include:

• Payment processors that handle card or electronic payments;
• IT and cloud service providers that store or secure business information;
• Communication providers that support email, telephone, or messaging services;
• Accountants or professional advisers where required for legal, tax, or business purposes;
• Subcontracted transport or moving partners where assistance is needed to complete a service;
• Regulatory, law enforcement, or public authorities where disclosure is required by law.

We do not sell personal data. Where we share data with processors, we ensure appropriate contracts and safeguards are in place. If data is transferred outside the UK, we take steps to ensure an adequate level of protection in line with legal requirements.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods depend on the type of data and the purpose for which it is used.

As a general rule:

• booking and service records are kept for a reasonable period to support customer service, dispute resolution, and business records;
• financial and tax-related information is kept for the period required by law;
• communication records may be retained for a period necessary to manage enquiries, complaints, or ongoing customer support;
• data no longer needed is securely deleted, anonymised, or destroyed.

When determining how long to keep data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and the applicable legal obligations.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed to be completely secure, we work to maintain reasonable and proportionate safeguards.

9. Your Rights

You have a number of rights regarding your personal data under UK data protection law. Subject to legal limits and exemptions, 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 data;
• Right to erasure – to request deletion of your data in certain circumstances;
• Right to restriction – to request that we limit processing in certain cases;
• Right to data portability – to request a copy of certain data in a reusable 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, you may withdraw it at any time;
• Right to complain – to raise concerns with the Information Commissioner’s Office if you believe your rights have been infringed.

To exercise your rights, you may make a request using the methods made available by us. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Data Accuracy and Your Responsibilities

It is important that the personal data we hold about you is accurate and up to date. Please ensure that you provide correct information and tell us if your details change. Accurate information helps us deliver services properly and maintain the safety of items, premises, and schedules.

11. Cookies and Similar Technologies

If we use online tools or digital tracking technologies, these may be used for basic functionality, performance monitoring, and security purposes. Where required, we will use consent or other lawful measures in relation to cookies or similar technologies. You can usually control such settings through your browser or device preferences.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any revised version will apply from the date it is issued. We encourage you to review this policy periodically so that you remain informed about how we process personal data.

13. Summary of Our Commitment

Man With Van Bermondsey is committed to treating personal data with care, fairness, and respect. We collect only the information needed to provide our services, use it only for lawful purposes, and retain it only for as long as necessary. We also work with processors responsibly, keep data secure, and support your rights under the law.

This policy applies to all Man With Van Bermondsey customers in area.