Man With a Van Clapham Privacy Policy

This Privacy Policy explains how Man With a Van Clapham collects, uses, stores and protects personal data when providing moving and transport services. It applies to all Man With a Van Clapham customers in the Clapham area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise use our services.

We are committed to processing personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and other relevant data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data practices and your rights.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services and operate our business. Depending on how you interact with us, we may collect the following categories of information:

Identification and contact details such as name, postal address, service address, and, where provided, other contact details needed to arrange and complete your booking. Service and booking information such as details of the property or premises, access information, collection and delivery locations, dates and times of your move, and any special instructions you provide. Transaction information such as the value of services booked, payment status, and information necessary to administer invoices, refunds and accounting records. Communication records such as enquiries, messages, feedback and any other correspondence you send to us in connection with our services. Technical and usage information such as basic information about how you interact with our website or online tools, for example pages visited and time spent, where these are collected through standard website analytics or server logs.

We do not intentionally collect special categories of personal data such as health information or data relating to criminal convictions. If you choose to share such information with us in the course of arranging a service, we will only use it for the specific purpose for which you provided it, for example to accommodate access requirements.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information, ask for a quote, or make a booking. This may be done by phone, through our website, or in writing. We may also receive personal data from third parties where you have authorised them to share information with us, for example if a friend or business partner books our services on your behalf and provides your contact details and service requirements.

Limited technical and usage information may be collected automatically when you visit our website or use our online tools. This may include IP address, device and browser information, and basic analytics data used to understand how the website is used and to keep our services secure.

Lawful Basis for Processing

We rely on the following lawful bases under data protection law to process your personal data:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, planning and carrying out your move, and managing payments. Legal obligation: We may process personal data where this is necessary to comply with legal obligations, such as tax and accounting rules, record keeping requirements, and responding to lawful requests from authorities. Legitimate interests: We may process personal data where this is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries and complaints, protecting our business and property, and maintaining appropriate insurance cover. Consent: In limited cases, we may rely on your consent for specific processing activities, such as certain types of optional marketing communication. Where we rely on consent, you can withdraw it at any time.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide quotes, arrange and carry out moving and transport services, and communicate with you about your booking. To manage our customer relationship with you, including handling enquiries, feedback, or complaints. To administer payments, invoicing, accounting, and financial records. To improve and develop our services, operations, and customer experience. To maintain the security and integrity of our systems, property and services. To comply with legal obligations and cooperate with regulators and law enforcement where required.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy.

Service providers acting as data processors may assist us with activities such as payment processing, accounting support, information technology and systems hosting, or secure data storage and backup. These providers only process personal data on our instructions and are required to maintain appropriate security and confidentiality measures.

We may share personal data with professional advisers such as accountants, insurers, or legal advisers where necessary to obtain professional services or manage legal claims. We may also share data with public authorities, regulators, or law enforcement if we are legally required to do so or if it is necessary to protect our rights, property, or the safety of others.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet our legal, accounting, or reporting requirements.

Customer and booking records are typically retained for a period that allows us to manage our relationship with you, respond to queries about past services, and meet tax and accounting obligations. After the relevant retention period has expired, personal data will be securely deleted or anonymised so that it can no longer be linked to you.

The specific retention period may vary depending on the category of data and the nature of our interaction with you, taking into account statutory limitation periods, regulatory requirements and our legitimate business needs.

International Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, personal data may be transferred to countries with different data protection laws. In such cases, we will ensure that appropriate safeguards are in place to protect your personal data, such as contractual commitments that require the recipient to protect personal data to a standard equivalent to UK or EU data protection law.

Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include restricted access to personal data, secure storage, appropriate password and access controls, and administrative policies designed to ensure that staff and contractors handle data responsibly.

While we strive to protect your personal data, no method of transmission or storage is completely secure. You are encouraged to take care when sharing information with us and to notify us promptly if you suspect any misuse of your personal data related to our services.

Your Data Protection Rights

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

Access your personal data and receive a copy of the data we hold about you. Request correction of any inaccurate or incomplete personal data. Request erasure of your personal data where there is no longer a lawful basis for us to continue processing it. Request restriction of processing of your personal data in certain circumstances. Object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. Request the transfer of your personal data to you or to another organisation where technically feasible and where the lawful basis is consent or contract. Withdraw consent where we rely on consent for specific processing activities.

To exercise any of your rights, you may contact us using the usual communication channels you use for our services. We may need to verify your identity before responding to your request and will respond within the time limits set by data protection law.

Scope and Changes to This Policy

This Privacy Policy applies to all Man With a Van Clapham customers in the Clapham area and to individuals who contact us or use our services from that area. By engaging our services or otherwise providing personal data to us, you acknowledge that you have read and understood this Privacy Policy.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practice. Any changes will take effect from the date the updated policy is made available. You are encouraged to review this Privacy Policy periodically to stay informed about how we process personal data.