Privacy Policy - Man With Van Merton Park

This Privacy Policy explains how Man With Van Merton Park collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, packing, loading, unloading, and related services. It applies to all Man With Van Merton Park customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Merton Park provides man and van services, including home removals, office moves, furniture transport, item collection, and related logistics support. In providing these services, we may act as a data controller for the personal data we collect and use to manage bookings, deliver services, process payments, respond to enquiries, and meet legal obligations.

In some cases, we may also process personal data on behalf of a customer or business client where they provide us with information needed to complete a service. Where we act as a data processor, we will only process that data in accordance with the customer’s instructions and applicable data protection law.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services and running our business. Depending on the nature of the booking, this may include:

Identity details such as your name and title;
Contact details such as your telephone number, email address, and service address;
Booking details including move date, collection and delivery locations, service requirements, item descriptions, and access information;
Payment details such as billing information and transaction records, though we do not retain full payment card details where these are processed by secure payment providers;
Communication records including emails, messages, and notes from phone calls relating to enquiries, quotations, complaints, or service updates;
Usage and technical information if you interact with our digital systems, such as device information, browser type, and basic analytics data;
Special category data only where it is strictly necessary and voluntarily provided, for example if access arrangements require information about a health condition or mobility need. We will limit collection of this data and handle it with enhanced care.

We generally collect data directly from you, from a person authorised to act on your behalf, or from a business customer that has arranged the service. In limited cases, we may also receive information from third parties involved in the service, such as payment providers, subcontracted logistics partners, or property managers.

3. How We Use Personal Data

We use personal data to deliver safe, efficient, and reliable services. This includes:

Providing quotations and confirming bookings;
Planning routes, scheduling vehicles, and coordinating staff;
Carrying out collection, transport, delivery, packing, and unloading services;
Communicating with you about your booking or service updates;
Processing payments and managing invoices;
Maintaining records of services provided;
Handling complaints, claims, and feedback;
Meeting legal, tax, accounting, and insurance obligations;
Protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Man With Van Merton Park relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as arranging a quotation, managing a booking, and completing a move or delivery.

Legal Obligation

We may process data where required to comply with legal duties, including tax record keeping, accounting requirements, insurance obligations, and responding to lawful requests from public authorities.

Legitimate Interests

We may use data for our legitimate business interests, provided that our interests do not override your rights and freedoms. This may include service administration, internal quality control, fraud prevention, business improvement, and defending legal claims.

Consent

Where required by law, we will rely on your consent, for example for certain optional marketing communications or for the processing of special category data in limited circumstances. You may withdraw consent at any time, although this will not affect processing that occurred before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in normal service provision, but may be relied upon in exceptional circumstances where necessary to protect someone’s life or where required by law.

5. Sharing Your Data and Processors

We do not sell personal data. We may share data only when necessary and proportionate for delivering our services, running our operations, or meeting legal obligations. Recipients may include:

Service providers and processors who support our business, such as booking systems, email services, secure payment processors, accounting providers, IT support, and document storage providers;
Subcontractors or partner movers engaged to assist with a move or delivery;
Insurance providers, legal advisers, and claims handlers where needed for risk management or dispute resolution;
Regulators, law enforcement, or public authorities where disclosure is required by law or necessary to protect rights and safety.

Where we use processors, we ensure that they only process personal data on our instructions, are subject to confidentiality duties, and implement appropriate security measures. We choose processors carefully and require them to handle data in a manner that is consistent with data protection law.

6. International Transfers

If any of our service providers store or access data outside the UK, we will ensure that appropriate safeguards are in place. These may include UK adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your data secure and protected to a high standard.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of record.

Booking and service records are typically kept for a period necessary to manage follow-up queries, service history, and business administration;
Invoice and financial records are retained for the period required by tax and accounting law;
Complaint or claim records may be retained longer where needed to resolve disputes or comply with limitation periods;
Marketing preferences are kept until you change your preferences or withdraw consent.

When data is no longer needed, we will securely delete, anonymise, or destroy it in accordance with our retention practices.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of our procedures. While no system is completely secure, we work to protect your data and reduce risk as far as reasonably possible.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions in some cases. They include:

The right to be informed about how your data is used;
The right of access to obtain a copy of your personal data;
The right to rectification to correct inaccurate or incomplete information;
The right to erasure in certain circumstances, sometimes called the right to be forgotten;
The right to restrict processing in specific situations;
The right to data portability for data you have provided to us, where applicable;
The right to object to processing based on legitimate interests or direct marketing;
Rights related to automated decision-making, where such processing is used.

If you wish to exercise any of these rights, you should provide enough information to identify the relevant record. We may need to verify your identity before responding. We will respond within the time limits required by law and may extend that period where requests are complex or numerous.

10. Children’s Data

Our services are directed to adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by a parent, guardian, or authorised adult. If we learn that we have collected data inappropriately, we will take appropriate steps to delete or protect it.

11. Complaints

If you have concerns about how your personal data has been handled, we encourage you to raise the issue so that we can review and address it appropriately. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated 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 information is handled.

13. Summary of Our Commitment

Man With Van Merton Park is committed to processing personal data responsibly, transparently, and securely. We only collect data that is relevant to our services, we use it for clear and lawful purposes, we keep it only as long as needed, and we require our processors to protect it appropriately. This Privacy Policy applies to all Man With Van Merton Park customers in area, and it is intended to give you clear information about your rights and our obligations under data protection law.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.