Privacy Policy - Man And A Van Greenwich

This Privacy Policy explains how Man And A Van Greenwich collects, uses, stores, shares, and protects personal data when providing moving, removal, packing, delivery, and related services. It applies to all Man And A Van Greenwich customers in the area, including individuals, households, landlords, tenants, and businesses that use our services within Greenwich and surrounding locations. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

This policy should be read carefully to understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights individuals have in relation to their data.

1. Who We Are

For the purposes of data protection law, Man And A Van Greenwich acts as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal information is processed. In some cases, we may use third-party service providers who act as data processors or, in limited situations, independent controllers.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title
Contact details such as your address, email address, and telephone number
Booking information such as service dates, move locations, property access details, and item descriptions
Payment information such as payment status, billing records, and transaction references
Service correspondence such as emails, messages, notes from calls, and complaints
Access and delivery details such as instructions for entry, parking, floor level, lift availability, and route information
Special instructions related to the handling of fragile, bulky, or high-value items
Technical information that may be collected when you communicate with us electronically, such as device, browser, or log data

We do not intentionally collect more personal data than is necessary. We also do not seek to collect special category data unless it is directly relevant and you voluntarily provide it, for example in exceptional service circumstances. Where such data is provided, we will only process it where permitted by law and with appropriate safeguards.

3. How We Collect Data

We may collect personal data directly from you when you:

Request a quote or make a booking
Communicate with us by phone, email, text, or message
Provide access, inventory, or delivery details
Make a payment or receive an invoice
Submit a complaint, claim, or general enquiry

We may also receive information from third parties, such as:

Property agents, landlords, or tenants arranging services
Business clients or authorised representatives
Payment service providers
Insurance providers, where relevant to a claim

4. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and confirm bookings
To carry out moving, removal, packing, transportation, and delivery services
To communicate about appointments, access requirements, and service changes
To issue invoices, process payments, and manage refunds where applicable
To respond to enquiries, feedback, and complaints
To maintain internal records and service history
To meet legal, tax, accounting, and insurance obligations
To protect our business, staff, and customers from fraud or misuse

We may also use aggregated or anonymised data for service improvement, planning, and operational analysis. This data does not identify individuals and therefore is not personal data.

5. Lawful Basis for Processing

We only process personal data when we have a lawful basis under the UK GDPR. Depending on the context, we rely on the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, completing removals, and communicating service details.

Legal Obligation

We may process information when required to comply with laws and regulations, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include managing customer enquiries, preventing fraud, maintaining records, improving services, and protecting property and staff.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications that are not required for service delivery. You may withdraw consent at any time, where consent is the lawful basis for processing.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of information and the reason for holding it.

In general:

Booking and service records are kept for a reasonable period to manage customer history, queries, and disputes
Financial and invoice records are retained for the period required by tax and accounting law
Complaint and claim records may be kept longer where needed to resolve or defend a claim
Communication records are held as long as necessary for service management and legal protection

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We apply data minimisation and storage limitation principles to ensure information is not kept longer than necessary.

7. Processors and Third Parties

We may share personal data with trusted third-party service providers who support our business operations. These parties act as data processors and may only process your data on our instructions and under appropriate contractual safeguards.

Examples of processors may include:

IT and cloud storage providers
Booking and scheduling software providers
Payment processing services
Accounting and invoicing providers
Communication and email service providers
Professional advisers such as insurers, legal advisers, or accountants

We may also share personal data where necessary with independent third parties who act as separate controllers, such as law enforcement, regulators, courts, or insurers, where required by law or where it is otherwise lawful to do so.

We do not sell personal data. Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with data protection law.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, limited staff access, and confidentiality obligations. While no system is completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to delete your data in certain circumstances
Right to restrict processing – to ask us to limit how we use your data in certain situations
Right to object – to object to processing based on legitimate interests
Right to data portability – to receive certain data in a structured, commonly used format where applicable
Right to withdraw consent – where processing is based on consent

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are generally directed to adults and business customers. We do not knowingly collect personal data from children unless it is necessary in the context of a household move or service arrangement and provided by an adult with authority to do so. Where children’s data is involved, it is handled with care and only for legitimate service purposes.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man And A Van Greenwich is committed to respecting privacy and protecting personal information. We process data lawfully, fairly, and transparently, keep it only as long as needed, use processors responsibly, and uphold individual rights. This policy applies to all customers in the Greenwich area who use our services, and it reflects our aim to handle data with integrity, care, and accountability.