Privacy Policy - Man With A Van Bermondsey

This Privacy Policy explains how Man With A Van Bermondsey collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Bermondsey customers in the Bermondsey area, including individuals who request a quote, book a service, communicate with us, or otherwise use our moving and transport services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Bermondsey provides removal, delivery, transportation, and related van services. In providing these services, we may collect and process personal data about customers, property occupants, recipients, and other individuals involved in the service arrangement. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect data that is necessary for service delivery, administration, compliance, and customer support. The categories of information we may collect include:

Identity data such as your name, title, and any business or trading name if applicable.
Contact data such as your address, email address, telephone number, and service location details.
Booking and service data such as dates, job notes, inventory details, access requirements, and moving instructions.
Payment and transaction data such as payment status, billing records, and invoice information.
Communication data such as messages, call notes, and customer service correspondence.
Technical data such as limited device or usage information if you interact with us through digital channels used for enquiries or bookings.
Special category data only where strictly necessary and where permitted by law, for example if you voluntarily provide information needed to support a service arrangement or access requirement.

We do not intentionally collect more information than is needed. If you provide details about third parties, you should ensure that you have the right to share that information with us.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To manage access, scheduling, route planning, and service logistics.
To communicate with customers about their booking, changes, delays, or service requirements.
To process payments, issue invoices, and manage refunds or balance checks.
To maintain business records, respond to enquiries, and handle complaints.
To meet legal, regulatory, insurance, and tax obligations.
To protect our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We may also use data in an aggregated or anonymised form for internal reporting, service improvement, and business planning. Where data is anonymised properly, it no longer identifies you and is not treated as personal data.

4. Lawful Basis for Processing

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

Contract – when processing is necessary to take steps at your request before entering into a contract or to perform a contract for moving or transport services.
Legitimate interests – when we need to run and improve our business, manage customer relationships, prevent fraud, or protect our legal rights, provided these interests are not overridden by your rights and freedoms.
Legal obligation – when we must retain or disclose information to comply with tax, accounting, safety, or other legal requirements.
Consent – where we rely on your explicit permission for a particular use of data, especially in limited situations involving optional communication preferences or special category information.

Where we rely on consent, you can withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our services, meet legal requirements, or protect our interests. These third parties may act as processors or independent controllers depending on their role.

Processors We May Use

Payment processors for secure card or electronic payment handling.
IT and hosting providers for storage, software, system maintenance, and data security.
Communication service providers for sending messages or managing customer correspondence.
Accounting and bookkeeping providers for financial administration and tax records.
Insurance providers and claims handlers where necessary to manage incidents or claims.
Professional advisers such as accountants, auditors, legal advisers, or consultants where required.

All processors are expected to handle personal data securely and only on our instructions, where applicable. We take reasonable steps to ensure that any third party with access to data provides appropriate safeguards and confidentiality commitments. 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, contractual, and dispute-resolution requirements. Retention periods depend on the type of record and the purpose for which it is held.

Booking and service records are retained for a period necessary to manage the service, handle complaints, and maintain business records.
Financial and tax records are retained for the period required by law and standard accounting practice.
Correspondence and support records are kept for as long as needed to respond to queries and evidence service history.
Incident or claims-related records may be kept longer where required to defend or pursue legal claims.

When personal data is no longer required, we will securely delete, destroy, or anonymise it. Retention periods may vary depending on legal duties and the nature of the information involved.

7. 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 limitation of access to information on a need-to-know basis. While we take data protection seriously, no system can be guaranteed to be completely secure.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that suitable safeguards are in place before the transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

9. Your Rights

You have rights in relation to your personal data under data protection law. Depending on the circumstances, these rights may include:

Right of access – to request confirmation of whether we process your data and to obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete personal data in certain situations.
Right to restriction – to request that we limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or to direct marketing, where relevant.
Right to withdraw consent – where processing is based on consent.

Some rights are subject to legal exceptions, and we may not always be able to comply fully if retaining or processing the data is necessary for legal compliance, contract performance, or the defence of claims.

10. Children’s Data

Our services are not directed at children, and we do not intentionally collect personal data from children except where it is necessary in the course of providing a service and where a parent or guardian has provided the information appropriately. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our operations, or how we handle personal data. The latest version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

12. How We Apply This Policy

This Privacy Policy applies to all customers of Man With A Van Bermondsey within the Bermondsey area and to any personal data collected in connection with our services. By using our services, making an enquiry, or entering into a booking arrangement, you acknowledge that your personal data may be processed as described in this policy and in accordance with applicable data protection laws.

We are committed to processing personal data responsibly, securely, and only for legitimate service-related purposes. If you exercise your rights or ask us to stop certain processing, we will consider your request carefully and respond in line with legal requirements.