Privacy Policy - Man With Van Selsdon

Effective date: This Privacy Policy applies to all Man With Van Selsdon customers in the area and explains how we collect, use, store, share, and protect personal data when providing our services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy should be read carefully so that you understand how your data is processed when you use our services.

1. Who We Are

Man With Van Selsdon provides moving, transport, delivery, and related services to individuals and businesses in the Selsdon area and surrounding locations. For the purposes of data protection law, we may act as a data controller when we determine the purposes and means of processing your personal data.

In some cases, we may also act as a data processor where we process information on behalf of a customer or another party under their instructions. This policy focuses on our role as data controller for our customers.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Identity information: name, title, and any relevant identification details.
Contact information: address, phone number, and email address.
Service details: pickup and delivery addresses, moving dates, inventory details, access instructions, and service preferences.
Payment information: billing details, transaction records, and payment status.
Communication records: messages, call notes, quotes, complaints, and service updates.
Technical information: basic website or device information where relevant, such as IP address or browser type, if collected through online forms or similar systems.
Special circumstances information: details you voluntarily provide that may affect the service, such as fragile items, delivery restrictions, or access needs.

We do not intentionally collect more data than is needed for legitimate business purposes. We also avoid collecting special category data unless it is necessary, lawful, and explicitly provided or required in exceptional circumstances.

3. How We Use Your Personal Data

We process personal data for the following purposes:

to provide quotes and manage bookings;
to carry out moving, delivery, and transport services;
to communicate with you before, during, and after a service;
to issue invoices, take payments, and manage accounts;
to keep records of completed work and customer interactions;
to handle complaints, disputes, and service enquiries;
to meet legal, accounting, and tax obligations;
to improve service quality, planning, and internal operations;
to protect against fraud, misuse, and security incidents.

We use your data only for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows it.

4. Lawful Basis for Processing

We process your personal data under one or more lawful bases permitted by the UK GDPR. These include:

Contract

We process data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This covers quotations, bookings, service delivery, payment handling, and customer support.

Legal Obligation

We may process information where we must comply with legal obligations, such as accounting, tax record keeping, and lawful responses to authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. Examples include service management, record keeping, fraud prevention, and business improvement.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily choose to provide certain optional information or agree to specific uses of your data. Where consent is used, you can withdraw it at any time.

5. How We Share Personal Data

We do not sell your personal data. We may share it only when necessary and appropriate with trusted third parties acting as processors or, in some cases, as independent controllers. These may include:

Payment providers for processing card or online payments;
Accounting and bookkeeping services for financial administration;
IT and cloud storage providers for secure data hosting and system support;
Communication providers for emails, messaging, or booking systems;
Subcontractors or operational partners where required to complete a service you have requested;
Professional advisers such as accountants, legal advisers, or insurers;
Public authorities where disclosure is required by law.

Where processors act on our behalf, they are required to protect your data, use it only according to our instructions, and maintain appropriate security measures. We take reasonable steps to ensure that any third party handling personal data does so in compliance with data protection laws.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the context in which it was provided.

In general, we may retain:

Booking and service records for a period needed to manage follow-up, disputes, and operational reference;
Financial records for the period required by tax and accounting law;
Communication records for as long as necessary to resolve enquiries or evidence service history;
Security and technical logs for a limited period needed for system protection and troubleshooting.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a controlled manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and regular review of our data handling practices.

While no method of transmission or storage is completely risk-free, we work to maintain an appropriate level of security based on the nature of the data we process.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place and that the transfer is carried out in compliance with applicable law. This may include using approved contractual safeguards or transferring data only to countries that provide an adequate level of protection.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and legal basis for processing:

Right of access: you can request a copy of the personal data we hold about you;
Right to rectification: you can ask us to correct inaccurate or incomplete information;
Right to erasure: you can ask us to delete your data in certain situations;
Right to restriction: you can ask us to limit processing in certain circumstances;
Right to object: you can object to processing based on legitimate interests or direct marketing;
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you may raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We will respond to rights requests in line with applicable legal timeframes. Some rights may not always apply or may be limited where we have a lawful reason to keep or process the data.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where required in the course of a service arrangement and lawfully provided by an adult responsible for the booking. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Policy

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

12. Summary of Our Commitment

Man With Van Selsdon is committed to protecting personal data and using it only where there is a valid legal reason to do so. We aim to keep information secure, retain it only as long as necessary, and respect your rights at every stage of the service relationship. This policy applies to all customers in the Selsdon area who use our services, whether they contact us for a quote, make a booking, receive a delivery, or engage us for related support.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.