Privacy Policy - Man With Van Wimbledon

Effective date: This Privacy Policy applies to all Man With Van Wimbledon customers in the Wimbledon area and explains how personal data is collected, used, stored, shared, and protected when you use our moving and van services.

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. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, and the rights you have over your data.

1. Who this policy applies to

This policy applies to all customers, prospective customers, and service users of Man With Van Wimbledon within the Wimbledon area. It also applies where we receive information about you from someone booking on your behalf, such as a family member, employer, landlord, tenant, estate agent, or business contact.

By using our services, requesting a quotation, making a booking, or communicating with us, you acknowledge that your personal data will be processed as described in this policy.

2. Information we collect

We only collect information that is necessary for running our services, managing bookings, and meeting legal or operational obligations. The categories of personal data we may collect include:

Identity information: name, title, and any relevant identification details needed for service delivery or verification.
Contact information: email address, telephone number, billing address, and service address.
Booking and service details: moving date, collection and delivery locations, property access details, inventory information, special handling instructions, and service preferences.
Payment information: payment status, transaction records, invoicing details, and limited payment data required to process or confirm a payment.
Communication records: emails, call notes, quote requests, complaints, feedback, and correspondence relating to your booking.
Technical data: basic website or device information, such as IP address, browser type, and usage logs if you interact with our digital services.

We do not deliberately collect unnecessary personal data. We also do not seek to collect special category data unless it is strictly required and you have provided it voluntarily or there is another lawful basis for doing so.

3. How we use your data

Your information is used to provide a reliable moving service and to manage our relationship with you. Typical uses include:

responding to enquiries and providing quotations;
confirming and managing bookings;
planning routes, allocating staff, and delivering moving services;
processing invoices, payments, refunds, and account queries;
handling customer service issues, complaints, and claims;
maintaining internal records and business administration;
meeting legal, tax, accounting, and insurance obligations;
protecting against fraud, misuse, or security incidents.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use it for an unrelated purpose, we will explain the legal basis before doing so where required.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following bases depending on the context:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and handling payments related to our services.

Legal obligation

We may process and retain information where required to comply with legal duties, including tax, accounting, insurance, and regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights. This includes business administration, service improvement, record keeping, fraud prevention, and responding to customer queries.

Consent

In limited cases, we may rely on your consent, for example where you provide optional information or agree to receive certain communications. You can withdraw consent at any time where consent is the lawful basis used.

Vital interests and public task

These bases are unlikely to apply to routine moving services, but if they do in exceptional circumstances, we will rely on them only where permitted by law.

5. Sharing your data with processors and third parties

We may share your personal data with trusted third-party service providers, known as processors, who help us operate our business. These processors act on our instructions and are required to protect your data appropriately. Examples may include:

payment processing providers;
accounting and invoicing systems;
IT support, cloud storage, and email service providers;
customer management or booking platforms;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers.

We may also disclose personal data where necessary to:

comply with legal obligations or lawful requests from public authorities;
enforce our terms, protect our rights, or resolve disputes;
prevent fraud, security incidents, or unlawful activity;
support a business restructuring, merger, or transfer of assets, if applicable.

We do not sell your personal information. Where processors are used, we take reasonable steps to ensure they only process data securely and in line with data protection law.

6. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, and no longer than required by law. Retention periods may vary depending on the type of information and the reason for processing.

As a general rule:

booking and customer records are kept for the duration of the service relationship and for a reasonable period afterwards;
financial, tax, and invoicing records are retained for the period required by law;
correspondence and complaint records are retained as needed to resolve issues and maintain evidence of service;
technical logs are kept for a limited period for security and operational purposes.

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

7. Your rights

You have a number of rights under data protection law in relation to your personal data. These rights may be subject to conditions or exceptions. They include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in some cases.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required time limits.

8. Security of your information

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and limiting the amount of data shared with processors on a need-to-know basis.

However, no method of transmission or storage is completely secure. While we work hard to protect your information, we cannot guarantee absolute security. If a data breach occurs that affects your rights and freedoms, we will take appropriate steps in line with applicable law.

9. International transfers

Where any processor or service provider stores or accesses data outside the UK, we will only allow this where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

10. Automated decision-making

We do not use personal data for automated decision-making that produces legal or similarly significant effects about you. If this changes, we will update this policy and provide information about the logic involved and your rights.

11. Children’s data

Our services are not aimed at children, and we do not knowingly collect personal data from children unless it is necessary for a customer booking or service arrangement and provided by an adult with authority to do so.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review the policy periodically so they remain informed about how their data is used.

13. Summary of our approach

Man With Van Wimbledon processes personal data only where necessary, relies on a valid lawful basis, uses trusted processors under appropriate safeguards, and keeps information only for as long as required. We aim to be transparent and respectful in every stage of customer data handling across the Wimbledon area.

In short: we collect only what we need, use it for legitimate service and legal purposes, protect it carefully, and uphold your rights under GDPR.