Privacy Policy - Man With A Van Epsom

This Privacy Policy explains how Man With A Van Epsom collects, uses, stores, shares, and protects personal data when providing services to customers in Epsom and the surrounding area. It applies to all Man With A Van Epsom customers in area, including prospective customers, active customers, and individuals who communicate with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, requesting a quote, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Personal Data We Collect

We only collect personal data that is necessary for the delivery, administration, and improvement of our services. The information we may collect includes:

Identity details, such as your name and title.
Contact details, such as your telephone number, email address, and service address.
Booking and service information, including the date of move, items to be moved, pickup and delivery locations, and any access or parking details.
Payment information, such as billing records and transaction details. We do not store full payment card information where payment processing is handled by secure third-party providers.
Communication records, including enquiries, complaints, feedback, and correspondence.
Operational information, such as photographs or notes relating to the job where necessary for planning, safety, proof of condition, or service completion.
Technical information, where applicable, such as basic usage information from digital communications or website interactions.

We do not intentionally collect special category personal data unless it is voluntarily provided by you and is necessary for a specific service requirement. If such information is provided, we will only process it where a lawful basis exists and additional safeguards are appropriate.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and carry out removals, transport, and related services.
To communicate about schedules, service requirements, and updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, disputes, and customer support requests.
To meet legal, accounting, tax, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.
To improve our services, customer experience, and operational efficiency.

We will only use your personal data in ways that are compatible with the purposes set out in this policy. Where a new purpose is materially different from the original reason for collection, we will ensure a lawful basis exists and, where required, inform you accordingly.

3. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, delivering removals, issuing invoices, and managing service-related communication.

Legal Obligation

We process certain information where we need to comply with legal requirements, such as tax, accounting, insurance, record-keeping, or regulatory 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. Examples include managing customer relationships, maintaining security, preventing fraud, improving services, and keeping internal business records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain types of marketing communications or where special category information is provided voluntarily and consent is the appropriate basis. Where we rely on consent, you may withdraw it at any time.

4. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting requirements. The exact retention period depends on the type of data and the reason it is held.

In general:

Booking and service records are kept for a period needed to manage the service and address any follow-up issues.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be kept for a reasonable period to resolve disputes and maintain service standards.
Marketing preferences are retained until you unsubscribe, object, or otherwise withdraw consent or opt out where applicable.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain data longer if necessary to establish, exercise, or defend legal claims.

5. Processors and Third Parties

We may share personal data with carefully selected processors and third parties who help us operate our business and provide services. These parties act on our instructions and are required to process personal data securely and lawfully.

Typical categories of processors may include:

Payment service providers who process transactions securely.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store or maintain business systems, email, or data backups.
Communication providers who assist with message delivery and customer correspondence.
Professional advisers, such as insurers, legal advisers, or auditors, where necessary.

We may also disclose information where required by law, regulation, court order, or to protect our rights, customers, staff, or property. If business functions are outsourced, we require processors to implement suitable technical and organisational measures to protect personal data.

6. Data Security

We take appropriate steps to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of our data handling practices.

No method of transmission or storage is completely secure. However, we work to reduce risks and maintain a level of security appropriate to the nature of the data we process.

7. Your Rights

Under data protection law, you have certain rights in relation to your personal data. Subject to applicable legal limits, these rights include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restrict processing - 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 request transfer of certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may complain to the relevant data protection authority.

8. Marketing Preferences

Where permitted, we may send you service-related or promotional communications. You can opt out of marketing at any time. If you object to marketing, we will stop sending such messages as soon as reasonably possible. Service messages that are necessary to complete or support a booking may still be sent.

9. 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 revised version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

10. Scope of This Policy

This Privacy Policy applies to all Man With A Van Epsom customers in area, including individuals who enquire about our services, receive a quotation, make a booking, or use our removal and transport services. It covers data processed in connection with our day-to-day operations and customer relationship management. By engaging with us, you acknowledge that your personal data may be processed for the legitimate and lawful purposes described above.

We are committed to respecting privacy, using personal data responsibly, and ensuring that our handling of information remains transparent and proportionate.