Privacy Policy - Man With Van Greenwich

This Privacy Policy explains how Man With Van Greenwich collects, uses, stores, shares, and protects personal data. It applies to all customers of Man With Van Greenwich in the Greenwich area, including individuals who request quotes, make bookings, use our moving services, or otherwise interact with us in connection with removals, transport, lifting, loading, unloading, and related services.

We are committed to handling personal data in a fair, lawful, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help customers understand what data we process, why we process it, and the rights available to them.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on how you interact with us, the information we may collect includes:

Identity details such as your name.
Contact details such as telephone number and email address.
Service details including collection and delivery addresses, property access information, move dates, inventory notes, and special handling requirements.
Billing and payment information such as payment status, invoicing records, and limited transaction details.
Communication records including messages, service queries, complaints, and booking confirmations.
Operational information relating to the practical delivery of the service, for example parking considerations, item dimensions, or loading instructions.
Technical information where relevant, such as basic device or browser data gathered through digital communications or booking forms.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for your moving needs, for example information about access requirements linked to health or mobility. Where such data is provided, it will be processed only where a lawful basis applies and additional safeguards are appropriate.

2. How We Use Personal Data

We use your personal data for the following purposes:

To provide quotes and confirm bookings.
To plan and carry out moving services safely and efficiently.
To communicate with you about the service, including timing, access, and any changes.
To manage payments, billing, and accounting records.
To deal with enquiries, complaints, claims, or disputes.
To maintain business records and meet legal obligations.
To improve our services, processes, and customer experience.
To protect against fraud, misuse, or unlawful activity.

We only use personal data for the purposes for which it was collected unless we reasonably consider that another compatible purpose applies. Where required, we will tell you if we need to use your data for a new purpose.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:

3.1 Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing quotes, arranging bookings, carrying out removals, and managing related customer communications.

3.2 Legal Obligation

We may process data where this is necessary to comply with legal obligations, such as tax, accounting, record-keeping, insurance, and compliance requirements.

3.3 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service administration, responding to customer enquiries, maintaining business records, improving our operations, and protecting our business from fraud or misuse.

3.4 Consent

In limited situations, we may rely on your consent, particularly where processing is not necessary for a contract or legal obligation. If consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us deliver our services. These parties act as data processors or, in some cases, independent controllers. We only share the minimum amount of data necessary and only for legitimate business purposes.

Processors may include:

Payment providers that handle card or electronic payment processing.
Accounting or bookkeeping service providers that support invoicing and financial administration.
IT and cloud service providers that store or support our records, communications, or operational systems.
Communication service providers that enable email, messaging, or booking-related correspondence.
Insurance providers and professional advisers where necessary for claims handling or legal compliance.
Subcontracted moving partners where assistance is required to complete a booking safely and effectively.

Where we use processors, we require them to handle data securely, only on our instructions, and in accordance with data protection law. We do not sell personal data.

We may also disclose personal data where required by law, court order, regulatory request, or to protect the rights, property, or safety of Man With Van Greenwich, our customers, or others.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes set out in this policy, including satisfying legal, accounting, insurance, and reporting requirements.

In general:

Quotation and booking records may be retained for a reasonable period to manage follow-up, service history, and business administration.
Financial and invoicing records are retained for the period required by tax and accounting law.
Service communications and operational notes are kept as long as needed to deliver the service and resolve any related issues.
Complaint, dispute, or claim records may be kept for longer where necessary to defend legal claims or manage insurance matters.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods may vary depending on the nature of the record and the legal obligations attached to it.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to support confidentiality and integrity, though no method of transmission or storage can be guaranteed to be completely secure.

Where possible, we limit access to personal data to staff or service providers who need it to perform their duties. We also expect processors and partners to apply suitable security measures.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the lawful basis and the circumstances of the processing:

Right of access ??? you can request confirmation of whether we process your data and obtain a copy of it.
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 request that we limit how we use your data in certain situations.
Right to object ??? you can object to processing based on legitimate interests, and in some cases to other forms of processing.
Right to data portability ??? you can request certain data in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent ??? where we rely on consent, you may withdraw it at any time.

To exercise any of these rights, you should make a request using the usual customer communication route. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

If you believe your data has been handled unlawfully, you also have the right to lodge a complaint with the UK Information Commissioner???s Office (ICO). We encourage you to contact us first so we can try to resolve the issue promptly.

8. International Transfers

Where personal data is processed by service providers outside the UK, we will ensure that appropriate safeguards are in place to protect the data in accordance with applicable law. These safeguards may include adequacy regulations or standard contractual protections.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it takes effect. We recommend reviewing the policy periodically to stay informed.

10. Summary of Our Commitment

Man With Van Greenwich is committed to processing personal data fairly, securely, and transparently. We only collect data that is relevant to our moving services, use it on lawful grounds, share it only when necessary with trusted processors, and keep it only for as long as needed. Customers in Greenwich can exercise their data protection rights at any time, and we will handle such requests with care and respect.