Privacy Policy - Man With Van Bermondsey

This Privacy Policy explains how Man With Van Bermondsey collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With Van Bermondsey customers in the area, including individuals, households, and business clients who request quotations, book a service, communicate with us, or otherwise engage with our removals and transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the data we need, use it for clear purposes, and keep it only for as long as necessary.

1. Who We Are

Man With Van Bermondsey provides moving, delivery, collection, and related transport services in Bermondsey and surrounding areas. For the purposes of data protection law, we are the data controller for the personal data described in this policy, meaning we decide how and why your data is used.

This policy applies to personal data collected when you:

request a quote or estimate;
make a booking or enquiry;
use our services;
communicate with us by phone, email, form submission, or other means;
interact with us as a customer, recipient, or service user.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, meeting legal obligations, and managing our relationship with you. The information we may collect includes:

Identity information such as your name and title;
Contact information such as address, email address, and telephone number;
Service information such as moving date, pickup and delivery locations, item descriptions, access details, and service preferences;
Payment information such as billing details and payment status;
Communication records such as messages, calls, and complaint or feedback details;
Technical information such as limited website or device data if you interact with our online services;
Special instructions relevant to the service, such as fragile items, parking restrictions, or access arrangements.

We do not intentionally collect sensitive personal data unless it is necessary for a specific service, you provide it voluntarily, and we have a lawful basis to process it. Where possible, we ask that you avoid sharing unnecessary personal information.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and arrange bookings;
to deliver moving and transport services;
to communicate with you about the service;
to process payments and maintain financial records;
to manage operational logistics and service scheduling;
to respond to enquiries, complaints, and support requests;
to comply with legal and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse;
to improve our service quality and customer experience.

We only use your data where it is necessary and appropriate for a specific, legitimate purpose. We do not sell your personal data.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every use of personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing a quote, confirming a booking, transporting your items, and handling payment.

Legal Obligation

We process certain data to comply with legal obligations, such as record-keeping, tax requirements, accounting rules, or responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our operations, managing customer relationships, preventing fraud, and maintaining service records.

Consent

In limited cases, we may rely on your consent, for example where you have chosen to receive optional communications or where specific processing requires permission. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone???s vital interests, for example in an emergency involving safety or health.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These third parties act as processors or independent controllers depending on the context.

Examples of recipients may include:

payment providers;
booking, administration, or scheduling tools;
IT and cloud storage providers;
accounting or invoicing providers;
professional advisers such as accountants or legal advisers;
regulators, law enforcement, or public authorities where required by law;
subcontractors or helpers engaged to support a booked service.

Where we share data, we take steps to ensure it is protected and only used for the intended purpose. We require appropriate safeguards when processors handle data on our behalf.

6. Processors and Service Providers

A processor is an organisation that handles personal data on our behalf and under our instructions. We may use processors for administrative, technical, or operational reasons. These processors may store data, transmit information, or support service delivery.

We take reasonable steps to ensure that all processors:

process personal data only on documented instructions;
maintain appropriate technical and organisational security measures;
keep data confidential;
assist us in responding to data subject requests where relevant;
delete or return data when it is no longer needed for the service.

We do not permit processors to use your data for their own unrelated purposes. If data is transferred outside the UK, we will ensure suitable legal safeguards are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the context in which it was collected.

As a general approach:

quotation and enquiry records are kept for a limited period after the enquiry ends;
booking and service records are retained for the period needed to manage the contract and resolve any follow-up issues;
invoicing and payment records may be retained for tax and accounting purposes;
complaints, disputes, and claim-related records may be kept longer where required to defend legal claims or comply with obligations.

When data is no longer required, we will securely delete, anonymise, or archive it as appropriate. Retention is reviewed regularly to ensure we do not keep data longer than necessary.

8. Data Security

We take reasonable and proportionate 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 limiting access to people who need the information to perform their work.

No system can be guaranteed to be completely secure, but we work to reduce risk and respond promptly if a data incident occurs. Where required by law, we will notify affected individuals and relevant authorities.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may only apply in certain circumstances.

Right of Access

You can ask for confirmation of whether we process your personal data and request a copy of that data.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In some situations, you can request deletion of your personal data, for example where it is no longer needed or where processing was based on consent and that consent has been withdrawn.

Right to Restrict Processing

You may ask us to limit how we use your data in certain circumstances.

Right to Data Portability

Where applicable, you can request that certain data be provided in a structured, commonly used, machine-readable format.

Right to Object

You may object to processing based on legitimate interests or direct marketing. We will stop processing unless we have compelling legitimate grounds or we need the data for legal reasons.

Right to Withdraw Consent

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Right to Complain

You also have the right to raise concerns with the UK Information Commissioner???s Office if you believe your data has been mishandled.

10. Cookies and Similar Technologies

If you interact with our online services, we may use limited cookies or similar technologies to support basic functionality, improve performance, or understand how the service is used. Where required, we will obtain consent for non-essential cookies. You can control cookie settings through your browser.

11. Children???s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement made by an adult on their behalf. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

12. 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. The updated policy will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how their data is used.

13. Summary

This Privacy Policy sets out how Man With Van Bermondsey processes personal data in connection with its services. We collect only the information needed to provide quotes, manage bookings, deliver services, handle payments, and meet legal obligations. We process data under lawful bases including contract, legal obligation, legitimate interests, and where appropriate, consent. We share data only with trusted processors and other necessary third parties, keep it for no longer than needed, and apply security safeguards to protect it. Customers have rights to access, correct, erase, restrict, object, and withdraw consent where applicable. This policy applies to all customers in the Bermondsey area who use or enquire about our services.