Privacy Policy - Man And Van Plumstead

This Privacy Policy explains how Man And Van Plumstead collects, uses, stores, and protects personal data in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Man And Van Plumstead customers in area, including prospective customers, current customers, and anyone who communicates with us about our moving, delivery, or related services.

We are committed to handling personal information lawfully, fairly, and transparently. This policy sets out what data we collect, why we collect it, the lawful basis for doing so, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal information.

1. Personal Data We Collect

We may collect and process personal data directly from you, from your representatives, or from third parties involved in your move or booking. The information we collect depends on the nature of the service requested and may include:

• Identity details: your name, title, and any relevant business name.
• Contact details: telephone number, email address, and service address.
• Booking information: moving date, property access details, item lists, and service preferences.
• Payment information: billing details, transaction references, and payment status. We do not intentionally store full card details unless required by a secure payment provider.
• Service records: quotations, invoices, correspondence, complaints, and notes relating to the service provided.
• Technical data: limited website or device information where relevant, such as IP address or browser type, if such data is collected through digital systems.
• Special category data: in most cases we do not seek to collect special category data. If you choose to share information that may reveal health conditions, mobility needs, or other sensitive details, we will only use it where necessary and with appropriate safeguards.

We aim to collect only the information necessary for the purpose it is used for. Providing certain data may be required for us to respond to enquiries, prepare a quotation, or perform a booking safely and effectively.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations and manage bookings;
• to plan, deliver, and complete moving or transport services;
• to communicate with you about your service, including changes, confirmations, or follow-up;
• to issue invoices, process payments, and maintain financial records;
• to handle complaints, disputes, and customer support requests;
• to meet legal and regulatory obligations;
• to maintain records for business administration, accounting, and quality control;
• to improve our services, safety procedures, and operational efficiency.

We may also use data to protect our legitimate business interests, such as preventing fraud, safeguarding property, and ensuring that services are carried out safely and professionally.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing your booking, carrying out the move, and handling payment.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record-keeping, fraud prevention, and customer support.

Consent

In limited cases, we may rely on your consent, particularly where optional information is collected or where special category data is processed without another lawful basis. If consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and to satisfy legal, accounting, or business requirements. Retention periods may vary depending on the type of data and the nature of the service.

• Quotation and enquiry records: typically kept for a limited period after the enquiry ends, unless they form part of a contractual relationship or dispute.
• Booking and service records: generally retained for the duration of the customer relationship and for a reasonable period afterwards.
• Financial and tax records: retained for the period required by law.
• Complaint and dispute records: retained for as long as needed to resolve the issue and for evidence of resolution.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to provide our services, operate our business, or comply with the law. These third parties may act as data processors or independent controllers.

Processors may include:

• IT and cloud storage providers;
• accounting and bookkeeping services;
• payment processing providers;
• customer management or scheduling systems;
• professional advisers, such as legal or insurance advisers, where necessary.

Where a third party acts as a processor, they are only permitted to use your data on our instructions and must keep it secure. We take reasonable steps to ensure that all processors provide appropriate technical and organisational safeguards.

We may also disclose information if required by law, court order, or a lawful request from a public authority, or where disclosure is necessary to protect the rights, property, or safety of Man And Van Plumstead, our customers, or others.

6. Data Security

We take data security seriously and use appropriate measures to protect personal information from unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure systems, limited staff access, and confidentiality obligations.

Although no system can be guaranteed to be completely secure, we regularly review our processes to reduce risk and protect customer data. Where a personal data breach is likely to pose a risk to your rights or freedoms, we will act in line with legal requirements.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to limitations in certain circumstances. They include:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete information.
• Right to erasure: in some cases, you may ask us to delete your personal data.
• Right to restrict processing: you can ask us to limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests, and to direct marketing where applicable.
• Right to data portability: where applicable, you may request certain data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may contact us using the details provided through our usual business channels. We may need to verify your identity before responding to your request. We aim to respond within the time limits required by law.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected to the standard required by law. This may include relying on adequacy regulations or approved contractual protections.

9. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary for the provision of a service and is provided by an adult with authority to do so.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how we handle personal data.

11. Summary of Your Protection

In summary, Man And Van Plumstead processes customer data fairly, securely, and only where necessary. We collect information to provide services, manage bookings, meet legal obligations, and maintain proper business records. We retain data only for as long as required, use processors responsibly, and respect your rights under data protection law.

This policy is intended to be clear, lawful, and easy to understand. By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable law.

Last reviewed: This policy should be reviewed regularly to ensure continued compliance and accuracy.