Privacy Policy - Man And A Van Clapham

This Privacy Policy explains how Man And A Van Clapham collects, uses, stores, shares, and protects personal data when providing removals, deliveries, collection, and related moving services. It applies to all Man And A Van Clapham customers in the Clapham area, including anyone requesting a quote, booking a service, or communicating with us before, during, or after a move. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Clapham is the controller of the personal data described in this policy when we decide why and how your information is used. This means we are responsible for ensuring that your personal data is handled properly and that your rights are respected.

Important: This policy covers all services provided in the Clapham area and applies whether you use our services as a private customer, household client, landlord, tenant, student, or business customer.

2. Information We Collect

We only collect the information we need to provide a safe, efficient, and professional moving service. The types of personal data we may collect include:

Identity details such as your name.
Contact details such as your phone number and email address.
Service details such as collection and delivery addresses, move dates, property access notes, and item descriptions.
Payment information such as payment status, transaction records, and billing references.
Communication records including enquiries, booking notes, complaints, and service-related messages.
Operational data such as instructions for loading, parking, entry requirements, and special handling needs.
Website or device data if you contact us through online channels, such as cookies or basic technical logs, where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. Special category data may include information about health, religion, ethnicity, or other sensitive details. If such information is ever provided, we will only use it where permitted by law and only to the extent necessary to meet your service needs or safety requirements.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To plan and deliver moving, transport, loading, and unloading services.
To communicate with you about your booking or service changes.
To manage payments, invoices, and financial records.
To handle customer support, complaints, and service follow-up.
To maintain records for accounting, legal, and insurance purposes.
To improve our services, operations, and customer experience.
To comply with legal and regulatory obligations.

We will only use your personal data where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging your move, completing the service, and processing related payments.

Legitimate Interests

We may process your information where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving service quality, managing customer records, preventing fraud, and protecting our business from risk. We assess these interests carefully and only use data in ways that are proportionate and appropriate.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax rules, accounting requirements, and lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information that is not needed to deliver the service. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing already carried out.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors when they process data on our instructions. They may include:

Payment service providers.
Accounting and bookkeeping providers.
IT, cloud storage, and system support providers.
Communication and messaging service providers.
Insurance and claims handling providers where needed.
Professional advisers such as lawyers or accountants.

We may also share data with public authorities, regulators, or law enforcement where required by law or where disclosure is necessary to protect legal rights. Any processor we use is required to handle data securely, process it only on our instructions, and implement appropriate safeguards.

We do not sell personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, insurance, and reporting obligations. Retention periods depend on the type of data and the reason it was collected.

Booking and service records are generally kept for a reasonable period after the service ends to support customer queries, service history, and dispute resolution.
Financial and tax records are kept for the period required by law.
Correspondence and complaints may be retained for a period needed to manage service quality and legal defence.
Technical logs are retained for a limited time unless needed longer for security or legal reasons.

When data is no longer needed, we will securely delete, anonymise, or destroy it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system is completely secure, we work to reduce risks and respond promptly to any suspected data incident.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal data has been handled.

9. How We Handle Special Situations

Sometimes we may need to process limited personal information to support safe moving operations. For example, access instructions, mobility needs, or security arrangements may be shared so the service can be completed efficiently and safely. Where possible, we keep such information minimal and use it only for the required purpose. If information is no longer needed after the service, we will not keep it longer than necessary.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers in the Clapham area to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man And A Van Clapham is committed to protecting personal data and respecting privacy. We only collect what we need, use it for clear and lawful purposes, limit access to trusted processors, and keep it only as long as necessary. We aim to make our data practices transparent and to support your rights at every stage of your interaction with us.

By using Man And A Van Clapham services, you acknowledge that your personal data may be processed as described in this Privacy Policy for the purposes of delivering and managing our services in the Clapham area.