Privacy Policy - Man And Van Morden

This Privacy Policy explains how Man And Van Morden collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, transportation, and related services. It applies to all Man And Van Morden customers in the area, including individuals, households, and business clients who use our services, request a quote, make a booking, or communicate with us in relation to our work.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy is intended to help customers understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights individuals have over their personal data.

1. Information We Collect

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

Identity details such as name, title, and, where relevant, company name.
Contact information including address, email address, and telephone number.
Booking and service details such as move date, collection and delivery addresses, inventory details, access requirements, and service preferences.
Payment information such as payment method, transaction records, and billing details. We do not store more payment data than necessary for processing and accounting purposes.
Communication records including emails, messages, call notes, and any information shared when requesting or managing a service.
Operational information such as instructions for handling items, parking arrangements, property access notes, and any special requirements relevant to completing a job.
Technical information where applicable, such as basic website or device usage data if you interact with our online services. This may include cookies or similar technologies used for essential functionality and analytics.

We only collect data that is necessary for providing our services, managing customer relationships, meeting legal requirements, and protecting our legitimate business interests.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To communicate with customers about jobs, schedules, changes, and service updates.
To process payments, issue invoices, and manage accounting records.
To plan logistics, allocate staff, and ensure safe and efficient service delivery.
To manage customer support and respond to queries, complaints, or requests.
To comply with tax, insurance, transport, and other legal obligations.
To maintain records for business administration, dispute resolution, and service quality.
To protect against fraud, misuse, or unlawful activity.

We do not use personal data for unrelated purposes without appropriate legal grounds and, where required, additional notice or consent.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with a customer. This includes taking bookings, arranging services, delivering items, and handling payment and invoicing.

Legal Obligation

We process data where required to comply with legal obligations, such as tax recordkeeping, accounting requirements, and other duties imposed by law.

Legitimate Interests

We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. This may include managing operations, improving services, maintaining records, resolving disputes, and preventing fraud. We ensure that any such processing is proportionate and relevant.

Consent

In limited situations, we may rely on consent, for example where it is required for specific optional communications or non-essential cookies. If we rely on consent, you can withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These parties act as data processors or independent controllers, depending on the circumstances.

Examples of processors may include:

Payment service providers who securely handle card or electronic payment transactions.
Accounting and bookkeeping providers who support financial administration and tax compliance.
IT, cloud storage, and software providers who host systems used for booking, communications, recordkeeping, or secure data storage.
Administrative support providers who help manage customer records or scheduling where necessary.
Professional advisers such as lawyers, insurers, or auditors when required for legitimate business purposes.

We require our processors to handle personal data securely, to use it only according to our instructions, and to maintain appropriate confidentiality and security measures. We do not sell personal data.

In some cases, we may need to share data with public authorities, law enforcement, insurers, or courts if required by law or necessary to protect our rights, property, or safety.

5. 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 may vary depending on the type of data and the nature of the service.

Booking and service records are generally kept for a period necessary to manage the relationship, handle disputes, and maintain operational records.
Financial and invoice records are retained for the period required by tax and accounting laws.
Communication records may be retained for a reasonable period to support customer service, quality control, and evidence of instructions or agreements.
Marketing-related data, where applicable, is retained until you withdraw consent or object, or until it is no longer needed.

When data is no longer required, it will be securely deleted, anonymised, or archived in line with our retention practices.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure any such transfers meet GDPR standards.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include restricted access, secure systems, password protection, staff awareness, and data minimisation. While no system can be guaranteed completely secure, we work to reduce risks and maintain reasonable safeguards.

8. Your Rights

Under data protection law, individuals have a number of rights in relation to their personal data. Subject to legal conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete personal data.
Erasure of personal data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is the lawful basis for processing.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage customers to raise concerns directly first so that we may address them promptly and fairly.

9. Children’s Data

Our services are not intended to be directed at children, and we do not knowingly collect personal data from children except where it is incidental to a household service and provided by an adult customer. If we become aware that we have collected child-related data without appropriate authority, we will take reasonable steps to delete or protect it.

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 arrangements. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

By using the services of Man And Van Morden, customers acknowledge that their personal data may be processed in accordance with this Privacy Policy and the applicable data protection laws. We remain committed to respecting privacy, minimising data collection, and handling information responsibly throughout every stage of service delivery.