Privacy Policy - Man With Van Tooting

This Privacy Policy explains how Man With Van Tooting collects, uses, stores, and protects personal data. It applies to all Man With Van Tooting customers in the area, including individuals and businesses who request quotes, book services, communicate with us, or otherwise use our removals and van services. We are committed to handling personal data fairly, securely, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Tooting provides moving, transport, and delivery services in Tooting and surrounding areas. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why personal data is used.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, managing bookings, and meeting legal or operational obligations. The types of information we may collect include:

Identity data: name, title, and, where relevant, company name.
Contact data: address, email address, telephone number, and moving destination or collection location.
Booking and service data: details of requested moving services, dates, property access information, item descriptions, and service preferences.
Payment and transaction data: records of payments made, invoices, and payment status.
Communication data: messages, enquiries, complaints, and any correspondence relating to quotes, bookings, or service issues.
Technical data: limited information such as device or browser data if you interact with our digital systems, where applicable.
Special category data: we do not عادة collect special category data unless it is voluntarily provided and strictly necessary, in which case we will handle it in line with applicable law.

We do not deliberately collect more data than is needed. If you choose to share additional information with us, we will only use it where there is a lawful and relevant reason to do so.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and process bookings;
to deliver moving, transport, and related services;
to communicate with customers about scheduling, access, and service updates;
to process payments and issue invoices or receipts;
to manage customer support, complaints, and feedback;
to keep appropriate business and tax records;
to protect against fraud, misuse, or security incidents;
to comply with legal and regulatory obligations;
to improve our operations, planning, and service quality.

We will only use your personal data for the purpose for which it was collected, unless we reasonably determine that another compatible purpose is required or permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Man With Van Tooting relies on the following lawful bases:

4.1 Performance of a Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes handling quote requests, arranging bookings, carrying out removals, and managing payment arrangements.

4.2 Legal Obligation

We may process data when required to comply with legal duties, including accounting, tax, insurance, and record-keeping requirements.

4.3 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include managing operations, responding to customer enquiries, preventing fraud, and improving our services. We always consider the impact of processing and aim to use the least intrusive approach.

4.4 Consent

Where required, we will rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our instructions, or as independent controllers where they determine their own processing purposes. We only share data where necessary and only with appropriate safeguards in place.

Processors and service providers may include:

Payment providers who process transactions securely;
Accounting and bookkeeping providers who help maintain financial records;
IT and cloud storage providers who support secure data storage and systems;
Communication tools used for emails, messaging, scheduling, or customer support;
Professional advisers such as insurers, lawyers, or auditors where necessary;
Regulatory, tax, or law enforcement bodies where disclosure is required by law.

All processors are expected to protect personal data, act only on our instructions, and use appropriate security measures. We do not sell personal data.

6. International Transfers

Where data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections required by law. We take reasonable steps to ensure that overseas processing does not reduce the level of protection afforded to your personal data.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

Booking and service records: retained for the period needed to complete the service and handle any follow-up matters.
Payment and invoice records: retained for the period required by tax and accounting law.
Customer correspondence: retained for as long as needed to resolve issues or maintain service history.
Complaint and dispute records: retained for a reasonable period to defend legal claims or manage disputes.

When personal data is no longer required, we will securely delete, destroy, or anonymise it.

8. 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 regular review of internal processes. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to any suspected incident.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to legal conditions or exemptions:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in certain circumstances, you can request deletion of your personal data.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to data portability: where applicable, you can request your data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where consent is the basis, you may withdraw it at any time.

If you believe your data rights have not been respected, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or the relevant supervisory authority in the UK.

10. Children’s Data

Our services are generally intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and is provided by an adult customer. If we become aware that we have inadvertently collected such data without a lawful basis, we will take appropriate steps to remove it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. 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 data is used.

12. Summary of Our Commitment

Man With Van Tooting respects your privacy and is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear purposes, share it only where necessary with trusted processors, and keep it only for as long as required. By placing data protection at the centre of our operations, we aim to provide a reliable and compliant service to all customers in the area.