Privacy Policy - Man And Van Tooting

This Privacy Policy explains how Man And Van Tooting collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Tooting customers in the area, including anyone who requests a quote, books a service, receives a delivery or removal, or otherwise interacts with our moving and transport services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand your rights and how your data is used.

1. Data We Collect

We only collect personal data that is necessary to provide our services, manage our business, and comply with legal obligations. The types of data we may collect include:

Identity information: name, title, and any business or household name associated with a booking.
Contact details: address, email address, phone number, and, where needed, billing or service location details.
Booking and service information: move date, access details, inventory information, property type, delivery instructions, and service preferences.
Payment information: payment status, transaction references, and limited billing records. We do not store card security data unless strictly necessary and permitted by law.
Communications: messages, emails, call notes, complaint records, and customer feedback.
Technical data: basic website usage information such as IP address, browser type, device information, and cookie-related data if applicable.
Special category data: we do not usually seek sensitive personal data. If you choose to disclose health-related access needs or other sensitive information, we will process it only where necessary and with appropriate safeguards.

We generally collect data directly from you when you complete a form, request a quote, confirm a booking, or contact us. In some cases, we may also receive information from third parties such as estate agents, landlords, employers, property managers, or payment service providers where this is relevant to the service.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess your service requirements;
to schedule and carry out removals, deliveries, and related services;
to communicate with you about bookings, changes, delays, or service issues;
to process payments, issue invoices, and maintain business records;
to manage customer support, feedback, and complaints;
to improve our services, planning, and operational efficiency;
to comply with tax, accounting, insurance, and legal obligations;
to protect our business, staff, customers, and property against fraud, misuse, or unlawful activity.

We will only use your personal data where we have a valid legal reason to do so. We do not use your personal data for unrelated purposes without informing you and, where required, obtaining your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the situation, we rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, managing bookings, completing moves, and handling payment administration.

Legal Obligation

We may process data to comply with legal obligations, including tax rules, accounting requirements, insurance obligations, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include improving our services, maintaining internal records, handling complaints, preventing fraud, and safeguarding our operations.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific processing activities. Where consent is used, you have the right to withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business. These parties act as processors or, in some cases, independent controllers. We only share the data necessary for the relevant purpose and require appropriate safeguards.

Typical processors may include:

Payment processors for handling transactions securely;
IT and cloud service providers for data storage, communication, and system support;
Accounting and bookkeeping providers for financial administration;
Customer management or booking software providers for scheduling and record-keeping;
Professional advisers such as insurers, lawyers, or accountants where needed;
Regulatory or public authorities where disclosure is required by law.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate legal safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected, or as required by law. Retention periods can vary depending on the type of information and our legal duties.

Booking and service records: kept for a reasonable period to manage queries, disputes, and service history.
Financial and tax records: retained for the period required by accounting and tax laws.
Complaints and communications: kept as long as needed to resolve the issue and protect our legal position.
Technical data: retained for short periods unless needed for security, fraud prevention, or legal reasons.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and routine review of our processes. While we work hard to protect your information, no system can be guaranteed to be completely secure.

7. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to certain conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we use your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for data you provided to us in a structured, commonly used format where applicable;
Withdraw consent at any time where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can try to resolve them promptly and fairly.

8. Children’s Data

Our services are intended for adults and businesses arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related information, such as household occupancy details, and only where necessary.

9. Cookies and Website Data

If we use a website or digital booking tools, limited technical data may be collected through cookies or similar technologies. These may help with site functionality, security, and performance analysis. Where required, we will provide appropriate notice and choices regarding cookies. Any non-essential cookies would only be used in line with applicable law and, where necessary, your consent.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service offerings. Any revised version will apply from the date it is published or otherwise made available. We recommend reviewing this policy periodically so you remain informed about how your data is handled.

11. Summary of Our Commitment

Man And Van Tooting will only collect personal data that is relevant and necessary, use it for clear and lawful purposes, keep it secure, retain it only as long as needed, and respect your rights under data protection law. We are committed to processing personal information fairly and responsibly for all customers in the area.

Last reviewed: This policy should be read as the current privacy notice for our services, subject to future updates as required by law.