Privacy Policy - Man With Van Tootingbec

Man With Van Tootingbec is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide removal, moving, packing, delivery, and related services. It applies to all Man With Van Tootingbec customers in the area, including prospective customers, current customers, and anyone who communicates with us in connection with our services.

This policy is written in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It explains what data we process, why we process it, the lawful basis we rely on, how long we keep it, the third parties we may use as processors, and the rights you have over your personal data.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, compliance with legal obligations, and the protection of our legitimate business interests. The data we may collect includes:

Identity details: your name and, where relevant, the name of a business or organisation.
Contact details: address, email address, and telephone number.
Service information: details about the move, collection, delivery location, access conditions, inventory, and preferred service dates.
Billing and payment information: invoicing details, payment status, and transaction records.
Communication records: emails, call notes, messages, and any other correspondence relating to your enquiry or booking.
Site and service access details: information needed to complete the job safely, such as parking restrictions, property access, and special handling requirements.
Technical information: basic website or system usage data if you interact with digital booking or enquiry tools, where applicable.

We do not intentionally collect special category data unless you provide it voluntarily and it is necessary for the service. If such data is received, we will only process it where permitted by law and only to the extent required for service delivery or legal compliance.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and arrange the delivery of services;
to plan routes, schedule staff, and complete removals or transport safely;
to issue invoices, process payments, and manage accounting;
to communicate important service updates;
to handle complaints, claims, and after-service support;
to meet legal, regulatory, tax, and insurance requirements;
to maintain business records and improve service quality;
to protect against fraud, misuse, or other unlawful activity.

We will only use your personal data where we have a valid legal reason to do so. We will not use your data for purposes that are incompatible with the original reason it was collected without ensuring a lawful basis is in place.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing. Man With Van Tootingbec relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, carrying out a move, handling payment, and providing customer support connected with the service.

Legal Obligation

We may process and retain certain data to comply with legal duties, including accounting, tax, insurance, and regulatory obligations. This may involve keeping invoices, transaction records, and other documentation required by law.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. These interests include managing our operations, maintaining records, preventing fraud, improving service quality, and defending legal claims. When relying on legitimate interests, we assess the impact on your privacy and apply safeguards where needed.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communications or non-essential processing are involved. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Retention of Personal Data

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

As a general approach:

quotation and enquiry data may be kept for a limited period after the enquiry ends, to manage follow-up or future service requests;
booking and service records are kept for as long as needed to complete the service and manage any post-service issues;
financial and tax records are retained for the period required by applicable law;
claims, complaints, and legal correspondence may be retained longer where necessary to establish, exercise, or defend legal rights.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner. We do not keep personal information indefinitely.

5. Sharing Data and Processors

We may share personal data with carefully selected third parties that assist us in operating our business and delivering services. These third parties act as processors where they process data on our behalf and in accordance with our instructions. We require them to keep data secure and to use it only for the agreed purpose.

Examples of processors and service providers may include:

IT and hosting providers that support data storage, email, scheduling, or administrative systems;
accounting and bookkeeping providers that help with financial administration;
payment service providers that handle transactions securely;
customer communication tools used to manage enquiries or booking updates;
insurance, legal, or claims support providers where needed to handle incidents or disputes;
subcontracted operational support where required to complete a service, subject to confidentiality and data protection safeguards.

We may also disclose personal data where required by law, to public authorities, or to protect our rights, property, staff, customers, or the public. We do not sell your personal data.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate steps to protect your information. This may include using lawful transfer mechanisms and ensuring suitable contractual safeguards are in place. Any such transfers will be carried out only when compliant with applicable data protection law.

7. Data Security

We use appropriate 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 confidentiality obligations, and limited data access on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. Your Rights

As a data subject, you have rights in relation to your personal data. Depending on the circumstances, these rights may include:

the right of access to request a copy of the personal data we hold about you;
the right to rectification to correct inaccurate or incomplete information;
the right to erasure to request deletion of your data in certain situations;
the right to restriction of processing to limit how we use your data in specific cases;
the right to object to processing based on legitimate interests or direct marketing;
the right to data portability for data you provided to us where processing is based on consent or contract and carried out by automated means;
the right to withdraw consent where processing is based on consent;
the right to complain to the relevant supervisory authority if you believe your data rights have been infringed.

Some rights are not absolute and may not apply in every case. For example, we may need to keep certain records to meet legal obligations or defend legal claims. If you make a request, we will assess it in line with applicable law and respond within the required time frame.

9. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children in the ordinary course of our services. If we become aware that personal data has been collected from a child without appropriate authority or lawful basis, we will take steps to delete or secure it as appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Scope and Application

This Privacy Policy applies to all individuals and organisations that use, enquire about, or receive services from Man With Van Tootingbec in the area. By engaging our services, you acknowledge that your personal data may be processed as described in this policy, subject to your rights and the protections required by law.

Summary of our approach: we collect only what we need, process it lawfully, keep it only as long as necessary, use trusted processors under contract, and respect your privacy rights at every stage.