Man and a Van Greenwich Privacy Policy
This Privacy Policy explains how Man and a Van Greenwich collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Man and a Van Greenwich customers and service users within our operating area, including individuals and businesses who contact us, request a quote, or use our moving and transport services.
Man and a Van Greenwich acts as the data controller for the personal data described in this Privacy Policy. We are committed to processing your information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Personal Data We Collect
We collect and process different categories of personal data in order to provide our services and run our business. The types of information we may collect include:
Identity and contact details such as your full name, postal address, service addresses for collection and delivery, billing address, and any other contact details you choose to share.
Booking and service information such as requested moving dates and times, property access details relevant to the move, inventory or description of items to be transported where necessary, notes about special handling requirements, and job reference numbers.
Communication records such as information you provide when you contact us by any channel, including quotations, instructions, feedback, and any complaints and our responses.
Payment-related information such as payment status, amount paid, method of payment, transaction references, and basic invoicing details. We do not store full card details when card processors are used.
Technical and usage information such as basic browsing or device information where it is needed to operate our website or booking systems, for example IP address, browser type, and pages visited.
You may choose to provide additional details where you believe it is necessary for us to perform the service safely and efficiently, such as information about restricted access, parking requirements, or fragile and high-value items.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, or communicate with us in relation to an existing or past service. This can be in person, by telephone, through online forms, through our website, or through other communication tools that we may use.
We may also collect information indirectly where another person acts on your behalf, for example a family member, landlord, tenant, lettings agent, or business representative who books a service for you or provides us with relevant service details.
In some cases, we may receive limited personal data from third parties where it is necessary to provide our services or meet our legal obligations, such as payment processors and invoicing or accounting tools.
Lawful Basis for Processing
We rely on several lawful bases under GDPR to process your personal data, depending on the context:
Contractual necessity. We process your data where it is necessary to enter into or perform a contract with you, including providing quotes, confirming bookings, planning and delivering moving services, communicating about your booking, and handling billing and payments.
Legitimate interests. We process data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and interests. This may include managing and improving our services, maintaining business records, handling customer service and complaints, developing our business, protecting our property and staff, and preventing or detecting fraud.
Legal obligation. We process certain personal data in order to comply with legal and regulatory obligations, such as tax, accounting, and record keeping requirements, or responding to lawful requests from public authorities.
Consent. In limited situations, we may rely on your explicit consent, for example where we choose to send certain direct marketing communications by electronic means that are not covered by legitimate interests. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, confirm availability, and respond to service enquiries.
To set up, manage, and fulfil bookings for moving and transport services.
To plan jobs, allocate vehicles and staff, and ensure safe and efficient service delivery.
To communicate with you about your quote, booking, changes, cancellations, or follow-up queries.
To process payments, generate invoices, and maintain financial and accounting records.
To manage our relationship with you, including handling feedback, resolving issues, and dealing with complaints.
To maintain and improve our business operations, including service quality, staff training, and planning.
To comply with legal obligations, enforce our contractual terms, and protect our rights, property, and safety.
Data Sharing and Processors
We do not sell your personal data. We may share your information with trusted third parties only where necessary and subject to appropriate safeguards.
Service providers and data processors. We may use third party providers for functions such as payment processing, invoicing systems, accounting and bookkeeping support, cloud storage or document management, communication tools, and IT support. These providers act as data processors and only process your personal data on our documented instructions. They are contractually required to protect your data and keep it confidential.
Professional advisers. We may share limited personal data with advisers such as accountants, lawyers, or insurance providers where necessary for financial management, legal compliance, or handling disputes or claims.
Authorities and legal requests. We may disclose personal data where required to do so by law, regulation, court order, or other lawful request from public authorities, or to establish, exercise, or defend legal claims.
Any third parties with whom we share data are only given the minimum information needed for the specific purpose, and we take steps to ensure that your personal data remains protected.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.
In general, we retain booking and invoicing records for a period that aligns with statutory limitation periods and tax and accounting obligations. This is typically several years after the end of the relevant financial year in which the service was provided.
Enquiry information that does not result in a booking may be retained for a shorter period where needed for customer service, quotations, or to follow up on enquiries, after which it is deleted or anonymised.
We regularly review the personal data we hold and securely delete or anonymise information that is no longer required.
International Transfers
Our core services are provided within the United Kingdom. If any of our trusted service providers or systems involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, so that your data remains protected to a standard essentially equivalent to UK data protection law.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include access controls, secure storage practices, staff training, and procedures to deal with any suspected personal data breach.
While we take reasonable steps to protect your information, no system can be guaranteed as completely secure. We therefore encourage you to take care when sharing personal data and to contact us promptly if you believe your information may have been compromised in connection with our services.
Your Data Protection Rights
If you are a customer or service user of Man and a Van Greenwich in our operating area, you have a number of rights under data protection law in relation to the personal data we hold about you. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive information about how we process it.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no longer a good reason for us to continue processing it, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.
Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
Object to our processing of your personal data where we rely on legitimate interests, including any direct marketing carried out on that basis.
Request the transfer of certain personal data to you or to a third party in a structured, commonly used, and machine-readable format, where technically feasible.
Withdraw consent where we rely on consent as the lawful basis for processing. This will not affect the lawfulness of processing based on consent before it was withdrawn.
To exercise any of these rights, please contact us using your usual communication channels for Man and a Van Greenwich. We may need to verify your identity before responding to your request, and we will respond within the timeframes required by law.
Complaints
If you have concerns about how we handle your personal data, we ask that you contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or your local supervisory authority if you are located elsewhere, although we would welcome the opportunity to address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updated version will apply to all customers and service users in the Man and a Van Greenwich area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
