Privacy Policy

Man with Van Dulwich Privacy Policy

This Privacy Policy explains how Man with Van Dulwich collects, uses, stores, and protects your personal data when you use our services. It applies to all Man with Van Dulwich customers and prospective customers in our service area, including anyone who contacts us, requests a quotation, or books a removal or transportation service.

We are committed to complying with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data handling practices and your rights.

1. Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identity and contact details: name, address, service address, billing address, and general location information relevant to the service.

Communication details: information you provide when you contact us by phone, through online forms, or by other communication methods, including the content of your enquiry, booking details, and follow-up communications.

Service information: details about the services you request or receive from us, such as collection and delivery addresses, access details for properties, inventory descriptions, and preferred dates and times.

Payment and transaction data: information relating to payments for our services, such as amounts, dates, and methods of payment. We do not store full payment card details; any card data is processed securely by payment processors.

Technical and usage information: limited technical information arising from your use of our website or online forms, such as your IP address, browser type, device type, and information about how you navigate our website. This may be collected through cookies or similar technologies where applicable and lawful.

Feedback and reviews: any reviews, comments, or feedback you choose to provide about our services.

2. How We Collect Your Data

We collect personal data directly from you when you:

make an enquiry or request a quotation

book our services

communicate with us by phone or through online forms

provide feedback or reviews about our services

We may also receive limited personal data from third parties where this is necessary to provide services you have requested, for example when another person books services on your behalf or shares your contact details for coordination of a move.

3. Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide quotations, schedule and carry out moves, handle payments, and respond to your enquiries about our services.

Legal obligation: We may process certain data to comply with legal and regulatory requirements, such as accounting, tax, and record-keeping obligations.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and does not override your fundamental rights and freedoms. This may include managing our business operations, improving our services, preventing fraud or misuse, responding to complaints, and maintaining accurate records.

Consent: In limited cases, we may rely on your consent, for example for certain marketing communications or optional cookies. Where we rely on consent, you have the right to withdraw it at any time.

4. How We Use Your Personal Data

We may use your personal data for the following purposes:

to provide you with quotations and information about our services

to manage bookings, schedule moves, and coordinate logistics

to deliver our services at your requested addresses and times

to process payments and maintain financial records

to respond to your questions, enquiries, or complaints

to manage our relationship with you, including sending service-related updates

to improve our services and operations, including quality control and staff training

to keep internal records and comply with legal and regulatory obligations

to protect our business, for example in relation to fraud prevention or the exercise or defence of legal claims

5. Data Retention

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

In general, we apply the following retention principles:

Service and contract records: we keep information relating to services provided, contracts, and invoices for a period required by tax and accounting laws, which is typically up to seven years after the end of the financial year in which the transaction took place.

Enquiry records: if you contact us for a quotation or enquiry but do not proceed with a booking, we may retain basic contact and enquiry details for a limited period to respond to follow-up queries and manage our business records.

Marketing data: where you have consented to marketing, we retain your data until you withdraw consent or we determine that it is no longer necessary, after which it is securely deleted or anonymised.

In all cases, we regularly review the personal data we hold and securely delete or anonymise information that is no longer required.

6. Data Sharing and Processors

We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.

Service providers and processors: We may use third party companies to help deliver our services and business functions. These may include payment processors, accounting and bookkeeping providers, IT and hosting providers, software and customer management platforms, and communication service providers. These third parties act as data processors and are only allowed to process your personal data on our instructions and in accordance with data protection law.

Professional and legal advisers: We may share necessary personal data with our professional advisers, such as accountants, auditors, or legal advisers, where required in connection with our business operations or legal obligations.

Authorities and legal obligations: We may disclose personal data where required to do so by law, regulation, or court order, or to establish, exercise, or defend legal claims.

We do not sell your personal data to third parties. Where personal data is shared, we take appropriate steps to ensure that it is protected and used only for lawful purposes.

7. International Transfers

Our primary operations are based in the United Kingdom. If we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for any international transfers of personal data, in line with applicable data protection laws. These safeguards may include the use of standard contractual clauses or other approved mechanisms.

8. Security of Your Personal Data

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Measures may include secure storage systems, restricted access to personal data on a need-to-know basis, staff training in data protection, and procedures to deal with any suspected data breaches. While we strive to protect your personal data, no system can be completely secure, and we cannot guarantee absolute security.

9. Your Data Protection Rights

Under data protection laws, you have several rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:

Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain other information.

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: In some circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection.

Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller where technically feasible.

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

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. Any changes will be posted on this page, and the updated version will apply from the date it is published.

We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data when you use Man with Van Dulwich services in your area.