Privacy Policy – Man With Van Fulham

This Privacy Policy explains how Man With Van Fulham collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Fulham customers in area, including prospective customers, booking enquiries, and anyone who uses our moving, delivery, or related services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Fulham is a service provider offering removals, transport, and moving support. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is processed. This means we are responsible for ensuring that personal data is used appropriately and that your rights are respected.

2. Information We Collect

We may collect and process the following types of personal data:

Identity data such as your name and title.
Contact data such as address, email address, and telephone number.
Booking and service data including move dates, property details, delivery instructions, inventory details, and service preferences.
Payment data such as payment confirmation, billing records, and transaction details. We do not usually store full card details where payment is handled by a secure provider.
Communication data including messages, enquiry details, complaint records, and notes from phone or email correspondence.
Technical and usage data if you interact with digital systems, such as IP address, device information, and basic log data.
Special instructions you may provide relating to accessibility, fragile items, or property access.

We only collect information that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and deliver moving services.
To communicate with you about schedules, service updates, and changes.
To process payments, issue receipts, and maintain financial records.
To handle complaints, disputes, or claims.
To improve our operations, service quality, and customer experience.
To comply with legal, tax, accounting, and insurance requirements.
To protect against fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We process your personal data only where we have a valid legal reason. Depending on the context, the lawful basis may include:

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This applies to quoting, booking, service delivery, and related communications.

Legal Obligation

We may process data where needed to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, such as service improvement, internal administration, fraud prevention, and keeping our records accurate, provided these interests do not override your rights and freedoms.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific processing activities. You may withdraw consent at any time where consent is the lawful basis.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or independent controllers depending on the service they provide.

Payment processors to handle secure transactions.
IT and cloud service providers to store and manage data securely.
Accounting and bookkeeping providers for financial administration.
Communication service providers for sending service-related messages.
Insurance, legal, or dispute resolution providers where needed for claims or compliance.
Professional advisers such as auditors or consultants where necessary.

All processors are required to protect personal data, act only on our instructions, and maintain appropriate security measures. We do not sell your personal data.

6. International Transfers

In some cases, personal data may be processed outside the UK if a service provider uses overseas systems. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place so that your information remains protected to a standard consistent with applicable data protection law.

7. Data Retention

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

Enquiry records may be kept for a limited period to manage follow-up and service history.
Booking and service records are retained for as long as needed to fulfil the contract and address any follow-on issues.
Financial and tax records are kept in line with statutory requirements.
Complaint and dispute records may be retained until the matter is fully resolved and for a reasonable period afterward.

When data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of systems and procedures. While we strive to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These include:

The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing where certain conditions apply.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability in cases where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where we rely on consent for processing.

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

10. Children’s Data

Our services are intended for adults or for customers arranging services on behalf of others. We do not knowingly collect personal data from children unless it is necessary for the service and provided by a responsible adult. If we learn that we have collected children’s data without proper authorisation, we will take appropriate steps to remove it.

11. 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 changes will take effect when the updated policy is made available. We encourage customers to review this policy periodically so they remain informed about how their personal information is handled.

12. Summary of Our Commitment

We respect your privacy and aim to process personal data only when necessary, transparently, and securely. Our approach is based on data minimisation, lawful processing, and accountability. Whether you are requesting a quote, booking a move, or contacting us about an existing service, your information will be handled responsibly and only for legitimate business and legal purposes.

This Privacy Policy applies to all Man With Van Fulham customers in area.