Privacy Policy - Man With Van Worcester Park

This Privacy Policy explains how Man With Van Worcester Park collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Worcester Park customers in the Worcester Park area, including people who request quotes, make bookings, receive moving services, or otherwise interact with our business. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, account holders, recipients of services, and anyone whose personal data is processed in connection with our van and removal services in Worcester Park and surrounding locations. It also applies where personal data is shared with us by third parties in order to arrange or complete a service.

2. Personal data we collect

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

Identity details such as your name and title.
Contact information such as your phone number, email address, and service address.
Booking and service information such as move dates, pickup and delivery locations, property access details, and item descriptions.
Payment and billing information where needed to process invoices, payments, or refunds.
Communication records including messages, call notes, and complaint or enquiry details.
Technical data such as IP address, device information, and basic usage information if you contact us electronically.
Special instructions relevant to completing a move safely and efficiently, such as parking restrictions, fragile items, or access requirements.

We generally do not seek to collect special category data unless it is necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful basis exists and where appropriate safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

To provide quotations, schedule services, and manage bookings.
To carry out removals, deliveries, loading, unloading, and related customer support.
To communicate with you about your booking, service updates, or changes.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, and feedback.
To improve our services, manage operations, and maintain quality and safety standards.
To comply with legal and regulatory obligations.
To establish, exercise, or defend legal claims where necessary.

We only use your personal data for clear, specific, and legitimate purposes.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. Depending on the situation, the lawful basis may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, and delivering moving services.

Legal obligation

We may process certain information to meet legal obligations, such as tax, accounting, record-keeping, or compliance requirements.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, maintaining service records, preventing fraud, and improving our operations.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications. Where consent is used, you may withdraw it at any time.

5. Sharing and processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These third parties are only used where necessary and are required to handle data securely and lawfully.

Examples of processors and service providers may include:

Payment service providers who process card or online payments.
Accounting and bookkeeping providers who help manage records and financial compliance.
IT and cloud storage providers who support secure data hosting, communication tools, and backups.
Customer management and scheduling tools used to organise bookings and service operations.
Professional advisers such as legal or tax advisers where necessary.

We may also disclose personal data if required by law, by a court order, or to public authorities where lawful and necessary. We do not sell personal data.

6. International transfers

Where personal data is processed outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. These measures are intended to keep your information protected to a standard consistent with UK data protection requirements.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the purpose of processing.

Quotation and enquiry data may be kept for a reasonable period to manage follow-up questions and business records.
Booking and service records may be kept for longer where needed for contract administration, claims handling, or dispute resolution.
Financial and tax records are usually retained in line with statutory requirements.
Complaint and correspondence records may be retained for quality control, legal defence, or operational review.

When data is no longer required, it is securely deleted, anonymised, or archived in a way that prevents unnecessary access.

8. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, secure storage, password protection, and staff awareness practices. No system is completely secure, but we take reasonable steps to protect your information.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal exceptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format and transfer it where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns promptly so we can address them.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a booking or service arrangement made by an adult customer. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply once published or otherwise communicated. We encourage customers in the Worcester Park area to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of our approach

Man With Van Worcester Park is committed to processing personal data fairly, securely, and only where necessary. We collect limited information needed to provide quotes and moving services, use it on an appropriate lawful basis, share it only with trusted processors or where required by law, and keep it only for as long as needed. We respect your rights and aim to handle all customer data with care and transparency.

This policy applies to all Man With Van Worcester Park customers in the Worcester Park area.