Privacy Policy

Man and Van Selsdon Privacy Policy

This Privacy Policy explains how Man and Van Selsdon collects, uses, shares and protects your personal data when you use our services. It applies to all Man and Van Selsdon customers in the Selsdon area and anyone who contacts us to enquire about, book or receive our services.

We are committed to complying with the UK General Data Protection Regulation, the Data Protection Act 2018 and all other applicable data protection laws. We only use your personal data in accordance with this Privacy Policy.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, or use our services:

Identification and contact details, such as your name, address, collection and delivery addresses, and other contact details you choose to provide.

Booking and service information, such as the date and time of your move, type of items to be transported, access details for properties, parking requirements and any special instructions you provide.

Communication records, including information you provide in telephone calls, messages, or written correspondence with us relating to your enquiry or booking.

Payment and transaction information, such as amounts charged, payment method used and payment status. We do not store full payment card details; these are processed securely by our payment processing providers.

Technical data, which may include basic information generated when you interact with our website or online profiles, such as general device and usage information, where this is collected.

How We Use Your Personal Data

We use your personal data to manage and deliver our services to you and to operate our business. This includes using your data for the following purposes:

To respond to your enquiries, provide quotations and discuss your moving or transport requirements.

To set up, confirm and manage your booking, including contacting you with updates or to clarify instructions.

To plan and carry out the collection, transport and delivery of your items as requested.

To manage payments, invoices, accounting and financial records.

To handle complaints, queries and after-service communication.

To comply with legal, tax or regulatory obligations and to cooperate with lawful requests from authorities where required.

To maintain internal records, business planning and service improvements.

Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases set out in the UK GDPR:

Contract: We process your data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking and deliver our man and van services.

Legal obligation: We process certain data to comply with legal and regulatory requirements, for example tax, accounting and record-keeping rules.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our operations, improving our services, preventing fraud and handling customer enquiries.

Consent: In limited situations, we may rely on your consent, for example if you specifically request ongoing marketing communication. Where we rely on consent, you can withdraw it at any time.

Data Sharing and Use of Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary to provide our services or operate our business. These third parties act either as data processors on our behalf or as separate controllers, depending on the circumstances.

Service providers and contractors: We may share relevant data with individuals or companies who help us deliver our services, such as additional drivers, porters or subcontractors engaged to complete your move. They will only receive the information needed to perform their role.

IT and payment processors: We may use external providers for payment processing, accounting software, customer management tools, cloud storage or other technical services. These providers are required to handle your data securely and only in accordance with our instructions where they act as processors.

Professional advisers: We may share limited data with accountants, legal advisers or insurers where necessary for business management, legal advice, dispute resolution or insurance claims.

Authorities and legal requirements: We may disclose data where required by law, regulation or court order, or where it is necessary to protect our rights, property or safety, or that of our customers or others.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.

In practice, this means we will generally keep booking, invoice and basic contact details for a period consistent with tax and accounting retention obligations. Communication records related to enquiries, bookings and complaints may be kept for a reasonable period to allow us to answer queries, handle disputes and improve our services.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage.

These measures may include restricting access to personal data to those who need it to perform their duties, using appropriate physical and digital security safeguards, and ensuring that our processors and contractors implement suitable protection for any data they handle on our behalf.

While we take reasonable steps to protect your data, no system can be completely secure. We therefore cannot guarantee absolute security, but we work to reduce risks as far as is reasonably possible.

International Transfers

Our primary operations and customers are based in the Selsdon area and within the United Kingdom. If any of our service providers process personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and Van Selsdon customers in the Selsdon area, subject to certain conditions and exemptions:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, along with certain information about how it is used.

Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In some circumstances, you can request that we delete your personal data. This right may be limited where we need to retain data to comply with legal obligations or to establish, exercise or defend legal claims.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or considering an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the processing is necessary for legal claims.

Right to data portability: Where we process your personal data by automated means on the basis of consent or a contract, you may have the right to receive that data in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for specific processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided on our main customer communication channels. We may need to verify your identity before responding to your request.

We aim to respond to all valid requests within one month. In some cases, particularly where your request is complex or you have made several requests, it may take us longer, but we will keep you updated.

Right to Complain

If you are unhappy with how we have handled your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office or another relevant supervisory authority if you believe that your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. Any updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.