Privacy Policy - Man With Van Fulham

This Privacy Policy explains how Man With Van Fulham collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Fulham customers in the area, including individuals and businesses who enquire about, book, or use our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Fulham operates as a service provider for removals, transport, collection, delivery, and related moving assistance. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in the course of delivering our services, responding to enquiries, managing bookings, and meeting our legal obligations.

This policy applies when you:

request a quote or make an enquiry;
book or receive a moving service;
communicate with us by phone, email, text, or online forms;
make a payment or are involved in billing;
provide feedback, raise a complaint, or ask a question;
interact with our service as a customer, recipient, or business contact.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, running our business, and meeting legal requirements. The information we may collect includes:

2.1 Information you provide directly

Identity details such as your name;
Contact details such as your phone number, email address, and service address;
Booking information including move date, item details, access notes, inventory, and service instructions;
Payment information where necessary for processing transactions or issuing invoices;
Communication records including messages, feedback, and complaints;
Special instructions you choose to share relating to the service.

2.2 Information collected automatically or from third parties

We may also receive or generate information such as:

basic technical information from email or booking systems;
records of calls or service communications where permitted;
payment confirmation or invoicing data from our payment and accounting providers;
information supplied by a third party acting on your behalf, such as a landlord, business manager, family member, or estate representative.

We do not seek to collect unnecessary personal data. Where possible, we apply the principle of data minimisation and only retain information that is relevant to the service relationship.

3. How We Use Personal Data

We process personal data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and carry out moving services;
to communicate about timings, access, service changes, and service completion;
to process payments, issue invoices, and maintain financial records;
to maintain internal records and customer history;
to handle complaints, claims, and service queries;
to improve our operations, service quality, and customer support;
to comply with legal, accounting, tax, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a valid legal basis to do otherwise.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging the move, completing the service, handling invoices, and communicating about service delivery.

4.2 Legal obligation

We may process personal data where necessary to comply with legal requirements, such as tax rules, accounting obligations, record keeping, or responding to lawful requests from authorities.

4.3 Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include maintaining records, preventing fraud, improving our services, managing business operations, and resolving disputes. When we rely on legitimate interests, we assess whether the processing is proportionate and reasonable.

4.4 Consent

In limited situations, we may rely on your consent, for example where you actively agree to certain forms of optional communication. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How We Share Data

We do not sell personal data. We may share information only when necessary and appropriate for our business operations or legal compliance. Data may be shared with trusted service providers and processors who assist us with:

payment processing;
accounting and bookkeeping;
email or messaging systems;
customer records management;
IT support, security, and data storage;
service administration and scheduling.

These third parties act as data processors when they process personal data on our behalf. They are only allowed to use your data according to our instructions and must protect it with appropriate security measures.

We may also disclose data if required to do so by law, to protect our legal rights, to prevent fraud, or to respond to lawful requests by public authorities. In addition, if you are part of a job, corporate booking, or property transaction, we may share limited information with relevant parties where necessary to complete the service.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required by law. Retention depends on the type of record and the reason it is held. Typical retention periods may include:

Enquiry records: kept for a reasonable period to manage follow-up and service history;
Booking and service records: kept for the duration of the customer relationship and for a period afterwards to deal with claims or disputes;
Financial and tax records: kept in line with legal accounting and tax requirements;
Complaint or dispute records: kept as long as needed to resolve the matter and support legal defence if required.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal exceptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Data portability for data processed by automated means based on consent or contract;
Object to processing based on legitimate interests or direct marketing;
Withdraw consent where processing is based on consent;
Challenge automated decisions if applicable, although we do not normally use automated decision-making that produces legal or similarly significant effects.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law. We may need to verify your identity before acting on your request to protect your privacy and security.

9. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will take steps to ensure that appropriate safeguards are in place. This may include the use of approved contractual protections or other lawful transfer mechanisms as required under data protection law.

10. Children’s Data

Our services are directed to adults and business users. We do not intentionally collect personal data from children unless it is provided incidentally as part of a service arrangement and only where necessary. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. The latest version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Fulham is committed to respecting privacy and protecting personal data. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We aim to provide a safe, transparent, and responsible service to all Man With Van Fulham customers in the area.

Your privacy matters to us, and we will continue to handle your information in a way that is consistent with GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.