Privacy Policy - Man With A Van Fulham

This Privacy Policy explains how Man With A Van Fulham collects, uses, stores, shares, and protects personal data in connection with its moving and transport services. It applies to all Man With A Van Fulham customers in the Fulham area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Fulham acts as a data controller for the personal data we collect and use in the course of providing removals, transportation, collection, delivery, and related services. This means we determine the purposes and means of processing your personal information for the delivery of our services.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service-related purposes. The information we may collect includes:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information including service dates, requested routes, inventory details, access notes, and special instructions.
Payment information such as billing details and transaction records.
Communication records including messages, calls, emails, and complaint correspondence.
Service-related information such as delivery preferences, property access requirements, and details needed to complete a move safely.
Technical data where relevant, including basic device or usage information if you interact with us electronically.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where it may affect service delivery or accessibility needs. If such data is provided, we process it only where a lawful basis applies and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and deliver moving or transport services.
To arrange logistics, staffing, routing, and timing.
To process payments, refunds, and invoicing.
To communicate with you before, during, and after a service.
To handle complaints, disputes, and customer support requests.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers against fraud, misuse, or safety risks.

We will only use your data for the purposes stated above or for closely related purposes that are reasonably expected in the context of our services.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Depending on the context, Man With A Van Fulham relies on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out moves, providing estimates, and taking payment.

Legal Obligation

We may process data where required to comply with tax, accounting, insurance, transport, or other legal obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving our services, keeping internal records, preventing fraud, and resolving service issues.

Consent

Where required by law, we rely on your consent, for example for certain types of marketing or optional communications. You may withdraw consent at any time where processing is based on consent.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors, who provide services on our behalf. These processors are only permitted to use personal data in accordance with our instructions and applicable data protection laws.

Examples of processors may include:

Payment service providers that handle card or electronic payments.
Accounting and bookkeeping providers.
IT and cloud storage providers.
Communication and email service providers.
Scheduling, quoting, or job management software providers.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose data where necessary to comply with the law, enforce our terms, protect our rights, or respond to lawful requests from public authorities. Where a third party acts as an independent controller rather than a processor, that party is responsible for its own compliance with data protection law.

6. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take reasonable steps to make sure any international transfer is secure and lawful.

7. Data Retention

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

In general:

Booking and service records are retained for as long as needed to manage the service and resolve follow-up issues.
Financial and tax records are kept for the period required by law.
Correspondence and complaints may be retained for a reasonable period to demonstrate how issues were handled.
Data no longer required is securely deleted, anonymised, or archived in accordance with our retention practices.

Where retention is no longer necessary, we ensure deletion or anonymisation is carried out in a secure manner.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited access to records, and staff awareness practices. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

9. Your Rights

As a data subject, you have rights regarding your personal data. Subject to legal limitations, these rights may 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 data.
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 specific situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the appropriate channels provided by our business. We may need to verify your identity before fulfilling your request, and we will respond within the time limits required by law.

10. Marketing Preferences

Where we send marketing communications, we will do so only in accordance with applicable law. You may opt out of marketing at any time. If you opt out, we will stop sending you direct marketing messages, although we may still contact you regarding active bookings, service updates, payments, or legal matters.

11. Children’s Data

Our services are intended for adults and businesses arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a service arrangement and is necessary for that service. If we become aware that we have collected data inappropriately, we will take steps to delete or protect it as required.

12. Automated Decision-Making

We do not make decisions based solely on automated processing that produce legal or similarly significant effects on you. If this changes in the future, we will update this policy and ensure suitable protections are in place.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our practices, or the services we provide. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in Fulham to review this policy periodically to stay informed about how their data is handled.

14. Summary of Our Commitment

Man With A Van Fulham is committed to treating personal data with care, transparency, and respect. We collect only what is necessary, use it for clear and lawful purposes, retain it for no longer than needed, and work with processors that provide adequate safeguards. We also recognise and support your rights under data protection law. This policy applies to all Man With A Van Fulham customers in the Fulham area and is intended to ensure your personal information is managed responsibly at every stage of our service.