Privacy Policy - Man With A Van Deptford

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

We respect your privacy and only process personal data where we have a valid legal reason to do so. This policy is intended to clearly explain 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 over your personal data.

1. Who We Are

Man With A Van Deptford provides moving, delivery, transport, and related logistics services in and around Deptford. In this Privacy Policy, references to “we,” “us,” or “our” mean Man With A Van Deptford as the data controller responsible for deciding how and why your personal data is processed.

We are responsible for ensuring that any personal information we collect is used only for legitimate business purposes and handled with appropriate security measures.

2. Information We Collect

We may collect and process several types of personal data depending on the service you request and the way you interact with us.

Information you provide directly

Identity details such as your name and title.
Contact details such as telephone number, email address, and service address.
Booking information such as collection and delivery addresses, dates, times, item descriptions, and special instructions.
Payment-related information such as billing details and payment confirmations.
Correspondence such as messages, complaints, feedback, and service requests.
Access and property details where needed for safe loading, delivery, or parking arrangements.

Information collected automatically

When you contact us online or through digital systems, we may collect limited technical information, such as:

IP address and device-related data.
Browser type and operating system.
General usage data relating to how you interact with our systems.

This information is typically used for security, service improvement, and operational purposes.

Information from third parties

We may also receive personal data from third parties where necessary for service delivery or administration, such as:

Business partners or subcontractors involved in a booking.
Payment processors confirming whether a payment has been completed.
Referral sources or commercial partners who pass on your details with appropriate permission.

3. How We Use Your Personal Data

We process your personal data only where it is necessary for a specific and legitimate purpose. These purposes may include:

Providing quotes and managing bookings.
Arranging, carrying out, and completing transport or moving services.
Communicating with you about your booking, schedule, or service requirements.
Processing payments, invoices, and account records.
Responding to enquiries, complaints, and customer support requests.
Maintaining business records and meeting legal obligations.
Improving our services, training staff, and managing quality assurance.
Protecting our operations against fraud, misuse, or unlawful activity.

We do not use your data for unrelated purposes unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every activity involving personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out a move, processing payments, and handling service-related communications.

Legal obligation

We may process personal data where required to meet legal or regulatory obligations, such as tax, accounting, fraud prevention, or record-keeping duties.

Legitimate interests

We may process data where it is in our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, operational planning, improving efficiency, preventing misuse, and maintaining business security.

Consent

In certain situations, we may ask for your consent, for example where it is appropriate to use certain optional communication methods or for specific marketing activities. Where we rely on consent, you have the right to withdraw it at any time.

5. 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. The retention period may vary depending on the nature of the information and the service provided.

In general:

Booking and customer service records are retained for the period needed to manage the service and handle any follow-up issues.
Financial and tax-related records are kept for the period required by law.
Complaint records are retained for as long as needed to investigate and resolve the matter and to demonstrate proper handling.
Technical and security logs are retained for limited periods unless longer retention is needed for an investigation or legal claim.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who help us operate our business. These organisations act as processors or independent controllers, depending on the service they provide.

Examples of processors may include:

IT and hosting providers that store and secure our records.
Payment processors that handle card or electronic payments.
Accounting and invoicing providers that support financial administration.
Communication service providers that help us send booking confirmations or service updates.
Operational subcontractors who assist in completing a service when necessary.

Where we use processors, we require them to protect your data, use it only for the agreed purpose, and comply with applicable data protection laws.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority, or if needed to protect our rights, customers, staff, or property.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and restricted data handling procedures.

Although no system can be guaranteed completely secure, we take reasonable steps to reduce risk and safeguard information.

8. Your Rights

As a data subject, you have important rights under data protection law. Subject to legal limits and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your personal data in certain circumstances.
Restrict how we process your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you provided to us where processing is based on consent or contract and carried out by automated means.
Withdraw consent where processing relies on your consent.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed.

9. Marketing Preferences

If we send promotional communications, we will do so only where permitted by law. You can opt out of marketing at any time. Even if you stop receiving marketing messages, we may still contact you for essential service, administrative, or legal reasons.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a specific service request and provided by an adult with authority to do so.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will take effect when published, and we encourage customers to review the policy periodically to stay informed about how we protect personal data.

12. Summary of Your Privacy

Man With A Van Deptford uses your personal data only for legitimate service, legal, and business purposes. We collect information needed to provide quotes, manage bookings, complete services, process payments, and maintain records. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, where appropriate, consent. We retain data only for as long as necessary, share it only with trusted processors or where legally required, and respect your rights to access, correct, delete, restrict, object to, or port your data.

This policy applies to all Man With A Van Deptford customers in the area.