Privacy Policy - Man And Van Claphampark

This Privacy Policy explains how Man And Van Claphampark collects, uses, stores, and protects personal data. It applies to all Man And Van Claphampark customers in the area, including anyone who requests a quote, books a service, receives a moving or transport service, or communicates with us in connection with our work.

We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing bookings, fulfilling our legal obligations, and improving our operations. Depending on how you interact with us, we may collect the following categories of information:

Identity data: such as your name and, where relevant, the name of a business or organisation.
Contact data: such as your address, email address, and telephone number.
Booking and service data: details about the requested move, collection and delivery locations, dates, times, access requirements, item descriptions, and service preferences.
Payment data: payment status, invoice information, and transaction records. We do not keep more payment information than is necessary for accounting and verification purposes.
Communication data: messages, notes, feedback, complaints, and records of correspondence.
Technical and usage data: limited information that may be collected when you interact with our digital systems, such as device type, browser type, and general usage patterns if applicable.
Special category data: we do not normally seek to collect special category data. If such information is shared with us inadvertently, we will handle it with additional care and only where there is a lawful basis to do so.

We do not intentionally collect more data than is needed for the operation of our services. If you choose not to provide certain information, we may not be able to complete a booking or deliver the requested service properly.

2. How We Collect Personal Data

We collect personal data directly from you when you:

request a quotation;
book a service;
communicate with us by phone, message, or other means;
provide delivery, access, or service instructions;
submit feedback, a complaint, or an enquiry;
make a payment or request an invoice.

We may also receive data from third parties where necessary, for example from a person making a booking on your behalf, a business client, or another party involved in coordinating the service.

3. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis. The lawful bases we rely on are:

Contract: to take steps at your request before entering into a contract and to perform the services you have booked.
Legal obligation: to comply with accounting, tax, regulatory, and other legal requirements.
Legitimate interests: to manage our business efficiently, improve our services, respond to enquiries, maintain service records, prevent fraud, and protect our rights, provided that these interests do not override your rights and freedoms.
Consent: where we rely on your consent for a specific purpose, such as certain optional communications, you may withdraw it at any time.

Where special category data is processed, we will only do so if an additional condition under data protection law applies and if the processing is necessary and proportionate.

How We Use Your Information

We may use your personal data to:

provide quotations and manage bookings;
carry out moving, transport, and related services;
confirm service details and coordinate access or timing;
issue invoices, manage payments, and keep financial records;
handle complaints, disputes, and customer support matters;
maintain internal records and service quality;
meet legal, regulatory, and insurance-related obligations;
protect against misuse, fraud, or security incidents.

We will not use your data for purposes that are incompatible with those described above without informing you and, where required, obtaining a lawful basis.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the context in which it was created.

Booking and service records: retained for a reasonable period to manage after-service queries, disputes, and internal record-keeping.
Financial and invoice records: kept for the period required by tax and accounting laws.
Correspondence and complaint records: retained long enough to resolve issues and demonstrate how matters were handled.
Legal or insurance-related records: retained where necessary to defend or establish legal claims.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner. We do not keep data indefinitely.

5. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us operate effectively. These may include:

accounting and bookkeeping providers;
IT and data storage providers;
communication and messaging service providers;
payment-related service providers;
professional advisers such as legal or insurance advisers;
operational contractors involved in delivering services.

Where processors handle personal data on our behalf, they are required to act only on our instructions, maintain appropriate security measures, and process data in compliance with data protection law. We do not allow processors to use your personal information for their own purposes.

We may also disclose personal data where required by law, court order, or a lawful request from a public authority. In addition, information may be shared when necessary to establish, exercise, or defend legal claims.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved.

access controls and restricted permissions;
secure storage and handling practices;
staff awareness of confidentiality obligations;
regular review of data handling procedures where appropriate.

Although no system can be guaranteed to be completely secure, we work to keep your information protected and to respond appropriately if a data incident occurs.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict the processing of your data in certain situations;
object to processing based on legitimate interests;
data portability for data you provided to us where the legal conditions are met;
withdraw consent where processing is based on consent;
lodge a complaint with the relevant supervisory authority if you believe your data has been handled unlawfully.

These rights are not absolute and may be limited where the law allows, for example where we need to retain records to comply with legal obligations or to defend a claim.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is necessary and lawful in the context of a booking or service arrangement. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

10. Scope of This Policy

This policy applies to all Man And Van Claphampark customers in the area and to anyone whose personal data is processed in connection with our services. By using our services, requesting a quote, or communicating with us, you acknowledge that your information will be handled in accordance with this Privacy Policy and applicable data protection law.

We are committed to treating your personal information with care, respect, and transparency.