Privacy Policy - Man And Van Deptford

This Privacy Policy explains how Man And Van Deptford collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Deptford customers in the area, including individuals who request quotations, book services, receive removals or delivery support, or otherwise interact with our business. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect only the personal data that is necessary to provide our services, manage bookings, and maintain our business records. The type of information we may collect includes:

Identity details such as your name.
Contact details such as your phone number, email address, and service address.
Booking information such as preferred dates, moving requirements, item descriptions, access details, and service instructions.
Payment-related information such as transaction records and billing details.
Communication records including emails, messages, call notes, and customer service correspondence.
Service history such as previous bookings, quotes, complaints, and feedback.
Technical data such as basic website or device information where relevant to service enquiry handling.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where accessibility or health-related information is relevant to safe service delivery. If such data is provided, it is processed with additional care and only where a lawful basis exists.

2. How We Use Personal Data

We use personal data to operate efficiently and provide a reliable service. Typical uses include:

providing quotations and responding to enquiries;
managing bookings and service schedules;
delivering moving, transport, or related services;
processing payments and maintaining financial records;
handling customer support requests, complaints, and claims;
maintaining business administration and operational records;
preventing fraud, misuse, or unlawful activity;
meeting legal, tax, accounting, and insurance obligations.

We will only use your personal data for the purposes described above or for closely related purposes that you would reasonably expect. We do not use personal data in a way that is incompatible with the original purpose for which it was collected.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. Depending on the circumstance, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into a contract with you or to perform a contract with you. This includes managing bookings, arranging services, and completing agreed work.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include responding to enquiries, improving service quality, managing records, and protecting our business against misuse or fraud. We always consider whether the processing is proportionate and necessary.

Legal Obligation

We may process and retain certain data to comply with legal obligations, including tax, accounting, regulatory, and insurance requirements.

Consent

Where required by law, we will rely on your consent. For example, if you provide optional information that is not necessary for a contract or legal obligation, we will only use it with your permission. You may withdraw consent at any time where consent is the basis for processing.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These third parties act as processors when they process personal data on our instructions, or as separate controllers where they determine their own purposes. We take appropriate steps to ensure that any third party handling personal data does so securely and lawfully.

Examples of processors or service providers may include:

IT and cloud service providers who store or manage business systems;
payment service providers who process card or bank transactions;
accountants and bookkeeping providers who assist with financial records;
customer communication tools used for scheduling or messaging;
insurance or claims support providers where relevant to a specific case.

We may also disclose personal data if required by law, court order, or a lawful request from public authorities. In all cases, we limit sharing to the minimum necessary information.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason it was collected. In general:

Booking and service records may be retained for a reasonable period after the service is completed to handle queries, disputes, or follow-up issues.
Financial and tax records are kept for the period required by law.
Communication records may be retained for business administration and customer service purposes.
Unused enquiry data is kept only as long as needed to assess the request and manage follow-up.

When personal data is no longer needed, we take appropriate steps to delete, anonymise, or securely destroy it.

6. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting data access to authorised persons only. While no system can be completely secure, we work to protect personal information appropriately and review our practices periodically.

7. Your Rights Under GDPR

You have a number of rights regarding your personal data. These rights apply subject to certain conditions and legal limitations. They include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you wish to exercise any of these rights, you may make a request through the appropriate channels provided by our business. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your data remains protected. This may include using approved contractual protections or transferring data only to jurisdictions with adequate protections recognised by law.

9. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children unless it is unavoidably included in service-related communications and is necessary for the booking or delivery of our services. Where children’s data is involved, it is handled carefully and only to the extent required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or business changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain aware of how their personal data is handled.

11. Summary of Key Points

Man And Van Deptford collects only the data needed to provide services, handle bookings, and meet legal obligations. We process personal data under lawful bases such as contract, legitimate interests, legal obligation, and where applicable, consent. Personal data may be shared with trusted processors who help us operate our business, but only under appropriate safeguards. We retain data only for as long as necessary and respect your GDPR rights, including access, correction, deletion, restriction, objection, and portability.

This Privacy Policy is designed to be clear, transparent, and compliant with applicable UK data protection law, while supporting the safe and efficient delivery of services to customers in the Deptford area.