Privacy Policy - Man With Van Clapham

This Privacy Policy explains how Man With Van Clapham collects, uses, stores, shares, and protects personal data when providing removal, moving, and related services. It applies to all Man With Van Clapham customers in the area, including individuals, households, landlords, tenants, businesses, and anyone else who uses our services or interacts with us in connection with a booking, enquiry, quotation, or service delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Data We Collect

We may collect and process different categories of personal data depending on how you interact with us. The information we collect is limited to what is necessary for our services and operations.

Information you provide directly

Identity details such as your name and, where needed, company name.
Contact details such as phone number, email address, and service address.
Booking information including move date, property access details, inventory descriptions, and service preferences.
Payment-related information such as billing details and transaction records.
Communication records including enquiries, complaints, feedback, and correspondence.
Special instructions related to access, fragile items, parking, stairs, lift use, or timing requirements.

Information collected automatically

When you interact with us, we may also collect limited technical and operational data, such as:

IP address and device information
Time and date of communications
Records of service activity and job completion
Internal notes created to manage and deliver services

We do not intentionally collect more data than is necessary for legitimate business purposes.

2. How We Use Personal Data

Man With Van Clapham uses personal data only where we have a valid reason to do so. The main purposes for using your data include:

Providing moving, transport, loading, unloading, and related services.
Preparing quotations, confirming bookings, and managing appointments.
Communicating with you about your service, schedule, access, or changes.
Processing payments, issuing invoices, and maintaining accurate financial records.
Handling complaints, claims, and customer support matters.
Maintaining internal service records and improving our operations.
Meeting legal, tax, accounting, insurance, and regulatory obligations.
Protecting against fraud, misuse, or security incidents.

We will not use your personal data for unrelated purposes unless permitted by law or unless we have your consent where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the situation, we rely 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 taking bookings, delivering services, preparing invoices, and communicating about service arrangements.

Legitimate interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, preventing fraud, improving service quality, and keeping internal operational records.

Legal obligation

We process certain data when we are required to do so by law, including for tax, accounting, insurance, and compliance purposes.

Consent

Where required, we will ask for your consent before using your personal data for specific purposes. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties who act as data processors or, in some cases, independent controllers. These parties only receive the information needed to perform their specific functions.

Types of processors we may use

Payment service providers to process card and online payments.
Accounting and bookkeeping providers to maintain financial records.
IT and cloud service providers to store data, run systems, and secure records.
Communication platforms used for email, messaging, scheduling, or customer service.
Insurance providers and claims handlers where a claim or incident requires review.
Professional advisers such as legal or tax advisers when needed for compliance or dispute resolution.

We require our processors to protect personal data, act only on our instructions where applicable, and implement appropriate technical and organisational security measures.

We may also disclose data if required by law, court order, regulator, or law enforcement authority, or if necessary to protect our rights, customers, staff, or property.

5. 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, insurance, and operational requirements.

Retention principles

Booking and service records are kept for a period appropriate to customer service, dispute handling, and operational review.
Financial and invoice data are kept for the period required by tax and accounting laws.
Correspondence and complaint records are kept for as long as needed to resolve issues and defend legal claims.
When data is no longer needed, it is securely deleted, anonymised, or archived in accordance with our retention procedures.

Retention periods may vary depending on the type of information and our legal obligations.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, password protection, secure storage, staff confidentiality obligations, and review of data-handling practices.

No system is completely secure, but we work to maintain appropriate safeguards and to reduce the likelihood of misuse or unauthorised access.

7. Your Rights

Depending on your circumstances and the legal basis for processing, you may have the following rights under data protection law:

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 in certain circumstances.
Right to restriction to limit processing in certain situations.
Right to object to processing based on legitimate interests, subject to legal exceptions.
Right to data portability to receive certain information in a structured, commonly used format where applicable.
Right to withdraw consent where processing is based on consent.
Right to complain to the relevant data protection authority if you believe your rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement made by an adult. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

9. International Transfers

In some cases, our processors or service providers may store or access data outside the UK. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place so that personal data remains protected to an adequate standard.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or data-handling practices. Any updated version will apply from the time it is published or otherwise communicated. We encourage you to review the policy periodically to remain informed about how we protect your data.

11. Summary of Key Points

We collect only the data needed to provide moving and related services.
Our lawful bases include contract, legitimate interests, legal obligation, and consent where relevant.
We retain data only as long as necessary and then securely delete or anonymise it.
We use trusted processors such as payment, IT, accounting, and communication providers.
You have rights over your personal data, including access, correction, deletion, and objection.

By using Man With Van Clapham services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable data protection laws.