Privacy Policy - Man And Van Southfields

This Privacy Policy explains how Man And Van Southfields collects, uses, stores, shares, and protects personal data when providing removals, deliveries, packing, and related moving services. It applies to all Man And Van Southfields customers in the Southfields area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Southfields is a moving and transport service provider operating for customers in and around Southfields. For the purposes of data protection law, we act as the data controller when we decide why and how personal data is processed. This means we are responsible for ensuring that personal information is collected and used lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage bookings, and meet legal or operational obligations. The types of information we may collect include:

Identity details such as your name and title
Contact details such as address, email address, and telephone number
Booking information such as moving date, service type, property access details, and inventory information
Payment and billing information where needed to process payments, issue invoices, or keep financial records
Service notes relating to access arrangements, fragile items, parking restrictions, or special handling instructions
Communication records including emails, messages, and call notes connected to your booking or enquiry
Complaint or claim information where you contact us about an issue, damage, delay, or service concern

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or where processing is otherwise permitted by law. Please avoid sharing sensitive personal information unless it is relevant to the service.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To arrange, deliver, and manage removals or related services
To confirm booking details and communicate service updates
To process payments and maintain accounting records
To manage customer support, complaints, and claims
To improve our operations, scheduling, and customer experience
To comply with legal, tax, insurance, and regulatory obligations
To prevent fraud, misuse, or unlawful activity

We will only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it differently.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for every processing activity. Man And Van Southfields relies on the following legal grounds:

a) Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing your booking, arranging collection or delivery, confirming service details, and completing the service you requested.

b) Legal Obligation

We may process data where required to comply with legal duties, such as keeping tax records, financial records, or information needed for insurance, dispute resolution, or lawful requests by authorities.

c) Legitimate Interests

We may process data for our legitimate business interests, provided your rights do not override those interests. Examples include maintaining service quality, preventing fraud, managing internal administration, and improving our operations. We always balance these interests against your privacy rights.

d) Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information for a specific optional purpose. When consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that support our services. These parties act as processors or independent controllers depending on the role they perform.

Examples of processors and service partners may include:

Payment processing providers
Accounting and bookkeeping services
IT and cloud storage providers
Email and communication service providers
Scheduling, dispatch, or booking management systems
Insurance providers and claims handlers
Professional advisers such as solicitors or accountants

Where a processor is used, we require them to handle data securely, act only on our instructions, and comply with data protection law. We do not sell personal data.

We may also disclose data where required by law, to protect our legal rights, or to prevent harm, fraud, or criminal activity.

6. 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 may vary depending on the nature of the record and the service provided.

Booking and service records are generally retained for as long as needed to complete the service and handle any follow-up matters
Financial and tax records are kept for the period required by law
Correspondence and complaint records may be retained for a reasonable period to manage disputes, service issues, or legal claims
Optional consent-based data is kept until consent is withdrawn or the purpose ends

When data is no longer needed, it is securely deleted, anonymised, or archived in line with our retention procedures.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, or loss. These measures may include restricted access, secure storage, password protection, encryption where appropriate, and staff awareness practices. While no system can be guaranteed completely secure, we work to maintain a level of protection suitable for the risks involved.

8. Your Rights

Under data protection law, you have important rights over your personal data. These may include:

Right of access - to request a copy of the personal data we hold about you
Right to rectification - 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
Right to object - to object to processing based on legitimate interests or direct marketing
Right to data portability - to receive certain data in a usable format where applicable
Right to withdraw consent - where processing is based on consent

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include approved contractual protections or transfers only to countries recognised as providing adequate protection.

10. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move and only to the extent necessary for service delivery. Where child-related information is received, it is handled with care and only for legitimate service purposes.

11. 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 handling practices. Any updates will take effect when published, and we encourage customers to review the policy periodically. The latest version will always describe how we process data at the time of use.

12. Summary of Key Principles

In summary, Man And Van Southfields collects only the data needed to provide moving services, uses it on lawful grounds, shares it only with trusted processors where necessary, and keeps it only for as long as required. We respect your privacy rights and aim to process all personal data fairly, securely, and transparently. This policy applies to all Man And Van Southfields customers in the Southfields area.

We are committed to protecting your privacy and handling your information responsibly.