Privacy Policy - Wandsworth Man And Van

This Privacy Policy explains how Wandsworth Man And Van collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Wandsworth Man And Van customers in the area, including individuals and businesses who enquire about, book, or receive our moving 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 encourage all customers to read this policy carefully so they understand what information we collect, why we collect it, how long we keep it, and what rights are available to them. By using our services, making an enquiry, or engaging with us in connection with a booking, you acknowledge that your personal data may be processed as described in this policy.

1. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and which services you request. The information we collect may include:

Identity details, such as your name and title.
Contact details, such as address, phone number, and email address.
Booking information, including service dates, pick-up and delivery locations, property access details, and service notes.
Payment information, such as billing details and transaction records. We do not normally store full card details where payment processing is handled by a secure third-party provider.
Communication records, including emails, phone call notes, messages, complaints, and feedback.
Service history, including previous bookings, customer preferences, and records of any issues or claims.
Technical data, where applicable, such as basic device or usage information collected when you interact with digital systems used to manage our services.

We only collect data that is relevant, adequate, and limited to what is necessary for the purposes set out in this policy. We do not intentionally collect special category data unless it is strictly necessary and a lawful basis applies.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver removal, transport, and related services.
To communicate with customers about service arrangements, updates, delays, or changes.
To process payments, invoices, refunds, and account-related matters.
To handle complaints, claims, disputes, and customer support requests.
To maintain business records and comply with legal obligations.
To improve service quality, customer experience, and operational efficiency.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid lawful basis and have informed you where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the context, Wandsworth Man And Van relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out moving services, and managing related payments or customer support.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, record-keeping, fraud prevention, and regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining internal records, protecting against fraud, and managing business operations efficiently.

Consent

In limited situations, we may rely on your consent, for example where it is required for a particular optional processing activity. Where consent is used, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or meet legal requirements. Such third parties may act as data processors or independent controllers depending on the circumstances.

Examples of processors and service providers may include:

Payment service providers that securely process card or online payments.
IT and cloud storage providers used for booking management, email, administration, or data backup.
Accounting and bookkeeping providers who assist with financial records and compliance.
Customer communication tools used for managing service updates and records.
Professional advisers, such as legal or insurance advisers, where necessary.

Where a third party acts as a processor, they are only allowed to process personal data on our instructions and must keep it secure, confidential, and compliant with data protection law. Where a third party acts as an independent controller, they are responsible for their own privacy practices, although we aim to work with reputable organisations that maintain appropriate safeguards.

We may also disclose information to law enforcement, regulators, courts, or other authorities where required by law or where necessary to protect our rights, customers, or operations.

5. International Transfers

If any of our processors or service providers store or access data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data. These may include adequacy regulations, standard contractual clauses, or equivalent measures recognised under applicable law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, tax, and reporting obligations. Retention periods may vary depending on the nature of the information and the reason for processing.

In general:

Booking and service records are retained for a period reasonably necessary to manage customer service, disputes, and operational history.
Financial and invoicing records are retained for the period required by tax and accounting laws.
Communication records may be retained for customer service, complaint handling, and business protection purposes.
Where data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in accordance with our retention practices.

We review retention regularly and do not keep personal data indefinitely without justification.

7. Security of Personal Data

We use appropriate technical and organisational measures to help protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party providers.

While we take reasonable steps to protect personal data, no system can be guaranteed completely secure. If we become aware of a data incident that affects your personal information, we will assess it and take action in line with applicable legal requirements.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions, depending on the legal basis and the nature of the request.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may ask us to delete your personal data.
Right to restriction – you may request that we restrict how we process your data in certain situations.
Right to data portability – where applicable, you may ask for data you provided to us in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will consider your request in line with applicable law and respond within the statutory timeframe. We may need to verify your identity before acting on a request, to protect your privacy and prevent misuse.

9. Complaints and Supervisory Authority

If you are unhappy with how we handle your personal data, you may raise concerns with us so that we can review and address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or another relevant supervisory authority if you believe your data protection rights have been infringed.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

11. Scope of This Policy

This Privacy Policy applies to all Wandsworth Man And Van customers in the area, including prospective customers, active customers, and anyone who has previously used our services. It covers personal data processed in connection with enquiries, quotations, bookings, deliveries, removals, payment administration, after-service support, and legal compliance.

By continuing to use our services or provide information to us, you confirm that you understand the terms described in this policy and that you accept the handling of your personal data as set out above.

We are committed to respecting your privacy and handling your personal data responsibly, securely, and transparently.