Man with Van Wimbledon Privacy Policy

This Privacy Policy explains how Man with Van Wimbledon collects, uses, stores and protects personal data relating to its customers and prospective customers in the Wimbledon area and surrounding neighbourhoods. It also explains the rights you have under the UK General Data Protection Regulation and related data protection laws.

This policy applies to all personal data processed by Man with Van Wimbledon in connection with enquiries, quotations, bookings and the provision of our man and van, removal and related services within the Wimbledon area.

Who we are and scope of this policy

Man with Van Wimbledon is a local service provider offering man and van, removals and related transport services to residential and business customers in the Wimbledon area. For the purposes of data protection law, Man with Van Wimbledon acts as the data controller in relation to the personal data described in this policy.

By contacting us, requesting a quotation, making a booking or using our services, you acknowledge that you have read and understood this Privacy Policy as it applies to your personal data.

Types of personal data we collect

We collect and process only the personal data that is necessary to provide our services, manage our business and comply with legal requirements. The information we may collect includes:

Identification and contact details: name, title, postal address, collection and delivery addresses, and any other contact information you choose to provide.

Booking and service information: details of your move or job, such as property type, access details, inventory or item descriptions, preferred dates and times, parking information and special instructions.

Communication information: information contained in emails, online enquiry forms, text messages, letters, and any notes we make of telephone conversations or in-person discussions regarding your booking.

Payment-related information: details necessary to process payments and issue invoices and receipts, such as payment method and transaction records. We do not store full payment card details when payments are processed through secure payment providers.

Technical and usage information: limited technical data such as IP address, device type and basic usage data may be collected when you visit our website, for purposes such as security and analytics. This will be restricted to what is strictly necessary and proportionate.

How we collect your personal data

We collect personal data directly from you when you:

Contact us by phone, via a website form, by text message or by post to request a quotation or information.

Make a booking or enter into a contract for our services.

Communicate with us before, during or after your move or transport service.

We may also receive personal data indirectly in limited cases, for example if a third party books our services on your behalf and provides your contact details and address information to us. In such cases, the third party is responsible for ensuring that they have your permission to share that information.

Lawful bases for processing your data

We process your personal data on the following lawful bases as set out in the UK GDPR:

Contract: We process personal data where it is necessary to enter into a contract with you or to perform a contract for services, such as providing quotations, scheduling jobs, carrying out removals and communicating about your booking.

Legal obligation: We may process your personal data where necessary to comply with legal obligations, such as tax and accounting rules, insurance requirements, and obligations related to the safety of our staff and customers.

Legitimate interests: We may process personal data for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include managing and improving our services, handling customer queries and complaints, maintaining business records and protecting our business from fraud or misuse.

Consent: In limited situations, we may rely on your consent, for example where required for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotations for man and van and removal services, and to respond to enquiries.

To set up, manage and complete bookings, including scheduling, route planning, and coordination on the day of the service.

To communicate with you about your booking, including confirmations, updates, reminders and any follow-up communications.

To process payments, issue invoices, manage accounts and maintain accurate financial records.

To manage customer relationships, including handling feedback, queries and complaints, and providing after-service support.

To comply with legal, regulatory and insurance requirements, and to protect our legal rights and interests.

To improve our services and operations, including internal reporting, service quality monitoring and staff training.

Data sharing and use of processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this policy, including:

Service providers and subcontractors who assist us in delivering our services, such as additional drivers or vehicles engaged to complete your booking.

Professional and technical service providers who act as data processors on our behalf, such as payment processors, accountants, IT and website hosting providers, and providers of email or communication tools.

Public authorities, regulators, law enforcement or insurers where we are required to do so by law or where it is necessary to protect our rights, property or safety, or the rights, property or safety of others.

Where we use data processors, we ensure that appropriate contracts are in place requiring them to act only on our instructions, to protect your personal data and to comply with applicable data protection laws.

Data retention and storage

We keep your personal data only for as long as it is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.

In general, we apply the following retention periods:

Enquiry and quotation records: kept for a period that allows us to respond to follow-up questions and manage our business, after which they are securely deleted or anonymised unless you proceed to a booking.

Booking and service records, including contact details, job details and related communications: retained for a period consistent with legal and tax obligations and to deal with any queries, complaints or potential disputes arising from the service.

Financial records and invoices: retained for the period required by tax and accounting laws.

At the end of the relevant retention period, personal data will be securely deleted, anonymised or archived in a way that ensures it is no longer used for any active business purpose.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those personnel and processors who need it for legitimate purposes, using secure systems for storing records where feasible, and training staff on the importance of confidentiality and data protection.

While we strive to protect your personal data, no system can be completely secure. We therefore cannot guarantee the absolute security of information transmitted to us. Any transmission is at your own risk, but once we have received your data, we will handle it in accordance with this policy and applicable law.

Your data protection rights

As a customer or prospective customer of Man with Van Wimbledon in the Wimbledon area, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is processed.

Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.

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

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

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 carried out before withdrawal.

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

International transfers

Our services are primarily provided to customers in the Wimbledon area and we aim to store and process personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer your personal data outside these locations, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection laws, such as using standard contractual clauses or transferring to jurisdictions recognised as providing an adequate level of protection.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. Any updated version will apply to all personal data from the date it is published and will supersede previous versions. We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact and queries

If you have any questions about this Privacy Policy, about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Man with Van Wimbledon using the usual communication channels you use to arrange our services.