Privacy Policy - Man And Van Claphamcommon

This Privacy Policy explains how Man And Van Claphamcommon collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Claphamcommon customers in the area, including individuals and businesses who request removals, deliveries, packing, loading, unloading, or related moving services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Claphamcommon provides local moving and transport services. In the context of data protection law, we act as the data controller for the personal data we collect and use about our customers, prospects, suppliers, and other individuals who interact with us in connection with our services.

We take privacy seriously and aim to ensure that any personal data we process is limited to what is necessary for the purposes described in this policy. Privacy and trust are important parts of the service we provide.

2. Personal Data We Collect

We may collect the following categories of personal data, depending on how you engage with us:

Identity data, such as your name and title.
Contact data, such as your address, email address, and phone number.
Service details, including move date, pickup and delivery locations, property access notes, inventory information, and special handling requirements.
Payment and transaction data, such as payment status, billing details, and records of services purchased.
Communication data, including enquiries, messages, complaints, feedback, and any correspondence relating to bookings or services.
Technical data, such as IP address, browser type, and device information, if you interact with digital systems we use for administration.
Usage data, where relevant, such as service history and booking patterns.

We do not intentionally collect special category data unless it is necessary and you have chosen to provide it. If you share sensitive information with us, we will process it only where permitted by law and where appropriate safeguards are in place.

3. How We Collect Personal Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, or communicate with us.
When you provide details about access, items to be moved, or service instructions.
Through third parties involved in the service, such as payment providers or subcontracted processors acting on our behalf.
Automatically through technical systems used to manage our services and security.

Where personal data is obtained from third parties, we expect those parties to have a lawful basis for sharing it with us.

4. Purposes of Processing

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To arrange collection, transport, loading, unloading, and related logistics.
To issue invoices, process payments, and keep financial records.
To communicate with customers about service updates, changes, and operational matters.
To handle complaints, disputes, and claims.
To maintain records for legal, tax, insurance, and business administration purposes.
To improve our services, processes, and customer experience.
To protect against fraud, misuse, and security risks.

We only use your data for purposes that are compatible with the reason it was collected, or where we have a separate lawful basis to do so.

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, carrying out the move, and managing payment.

Legal Obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, record-keeping, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. These interests include running and improving our business, maintaining security, preventing misuse, and managing customer relationships. We always consider whether the processing is proportionate and whether your privacy rights require additional protection.

Consent

In limited situations, we may rely on your consent, for example where specific optional communication preferences or certain non-essential processing require it. Where we rely on consent, you may withdraw it at any time.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.

Enquiry data may be retained for a limited period if no booking follows, to allow follow-up and business administration.
Customer and transaction records may be retained for a longer period to comply with tax and accounting obligations.
Service records, communications, and claims information may be retained where needed to manage disputes, warranties, or legal claims.
Security-related data is retained only for as long as necessary for monitoring and protection purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review retention periods regularly to ensure data is not kept longer than necessary.

7. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us operate our business. These processors only handle personal data on our instructions and are required to protect it appropriately.

Payment service providers for transaction processing.
IT, hosting, and system administration providers.
Accounting and bookkeeping support services.
Customer communication or administrative support tools.
Insurance providers, legal advisers, or dispute resolution services where necessary.

We may also share data with professional advisers, regulatory bodies, or public authorities where required by law or necessary to protect our rights, customers, or operations. We do not sell personal data.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, and limited retention practices. While no system is completely secure, we work to reduce privacy and security risks as far as reasonably possible.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so that your data remains protected to a standard consistent with UK law.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data:

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 ask us to limit the processing of your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in all situations, as data protection law allows certain exceptions. We will always aim to respond fairly and within the required legal timeframe.

11. Complaints

If you have concerns about how we use your personal data, we encourage you to raise the issue so we can review and address it. You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or the way we process personal data. Any updated version will apply from the date it takes effect. We encourage you to review this policy periodically so you remain informed about how your data is handled.

Summary: Man And Van Claphamcommon explains how it collects, uses, stores, shares, and protects customer data under UK GDPR, including lawful basis, retention, processors, and user rights.