Privacy Policy - Man With A Van Dulwich

This Privacy Policy explains how Man With A Van Dulwich collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With A Van Dulwich customers in the Dulwich area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us in connection with our operations.

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. We only collect data that is relevant and necessary for providing our services and operating our business responsibly.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name and, where relevant, business name.
Contact details such as telephone number, email address, billing address, and service address.
Service information including booking details, dates, moving requirements, property access information, item descriptions, and any instructions provided to help us complete the job safely and efficiently.
Payment and transaction information such as payment status, invoice records, and basic financial records needed for accounting and tax purposes. We do not store card data unless a secure payment provider processes it on our behalf.
Communication records including enquiries, correspondence, complaints, feedback, and notes relating to customer service.
Technical and usage data where applicable, such as basic website or enquiry form information, device data, and interaction logs used for security and service improvement.
Special category data only where you choose to provide it and only when necessary, for example if accessibility requirements or health-related information must be considered to carry out the move safely. We will treat this with extra care and only process it where permitted by law.

We do not intentionally collect more information than is needed for legitimate business purposes. If we receive data that is not required, we will delete or anonymise it where appropriate.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, arrange bookings, and perform moving or transport services;
to communicate with customers about appointments, changes, delays, or service requirements;
to manage payments, invoicing, accounting, and record-keeping;
to ensure safe handling of property, planning, access, and logistics;
to respond to enquiries, complaints, or claims;
to comply with legal and regulatory obligations;
to protect our business, customers, staff, and property;
to improve our operations, services, and customer experience;
to prevent fraud, misuse, or unlawful activity.

We will only use personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies or a legal obligation requires otherwise.

3. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to provide a quote, manage a booking, complete a move, issue an invoice, or otherwise perform our contract with you.

Legitimate Interests

We may process personal data for our legitimate business interests, such as improving services, handling enquiries, protecting against fraud, maintaining internal records, and ensuring the security and efficiency of operations. We always balance these interests against your rights and freedoms.

Legal Obligation

We process personal data where necessary to comply with legal obligations, including tax, accounting, health and safety, and record-keeping requirements.

Consent

Where required by law, or where we rely on your clear agreement for a specific purpose, we will ask for your consent. You may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as where urgent safety information is required during a move.

4. Sharing and Processors

We may share personal data only when necessary and in line with data protection law. We use trusted service providers, sometimes known as processors, who act on our instructions and are contractually required to protect your data.

Examples of processors or third parties may include:

IT and cloud service providers that store data or support communication systems;
accounting and bookkeeping providers that help with financial records and tax compliance;
payment service providers that handle secure transactions;
customer communication tools used to manage messages, bookings, and records;
professional advisers such as lawyers, insurers, or accountants where necessary;
public authorities or law enforcement when disclosure is required by law.

We do not sell personal data. Where a third party processes data on our behalf, we ensure appropriate safeguards are in place, including data processing agreements and security measures designed to reduce risk.

5. International Transfers

If personal data is transferred outside the United Kingdom, we will take steps to ensure an appropriate level of protection. This may include using approved contractual safeguards or relying on adequacy regulations where applicable. We only transfer data when necessary and where proper protections are in place.

6. Data Retention

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

As a general approach:

booking and customer service records are retained for a period needed to manage the service and handle any follow-up;
invoicing and transaction records are kept for the period required under tax and accounting law;
communications and complaints may be retained longer if needed to resolve disputes or protect legal interests;
data that is no longer required is securely deleted, anonymised, or otherwise disposed of.

We review retention regularly to ensure data is not kept longer than necessary.

7. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may be limited in some circumstances, but we will always consider your request carefully and lawfully.

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 – you may request deletion of your data in certain situations.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you believe your rights have not been respected, you also have the right to lodge a complaint with the UK data protection supervisory authority.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and careful review of third-party providers.

Although no system can be guaranteed completely secure, we work to maintain a high standard of protection and to respond promptly to any suspected data incident.

9. Children’s Data

Our services are intended for adults and business customers arranging removals or transport. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a service booking. If we become aware that child-related data has been collected unnecessarily, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our business practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers in the Dulwich area to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man With A Van Dulwich is committed to processing personal data responsibly, securely, and transparently. We only collect what is needed, use it for clear and lawful purposes, keep it for no longer than necessary, and respect your rights under the law. This policy applies to all customers in the Dulwich area who use or enquire about our services.

If you provide personal data to us, we will treat it with care and in accordance with applicable data protection requirements.