Privacy Policy - Man And Van Claphampark

This Privacy Policy explains how Man And Van Claphampark collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Claphampark customers in the Clapham Park area, including individuals who request quotes, book services, receive moving assistance, or communicate with us in connection with our removals and van services.

We are committed to handling personal data 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. Data We Collect

We collect only the personal data necessary to provide our services, manage our business, and meet our legal obligations. The data we collect may include:

Identity details: name, title, and, where relevant, company or business name.
Contact details: telephone number, email address, and moving address information.
Service details: move date, collection and delivery locations, item descriptions, volume of goods, access details, and special handling requirements.
Payment information: payment status, transaction records, and billing details. We do not store unnecessary card details where payment is processed by a third party.
Communication records: emails, messages, call notes, and service-related correspondence.
Technical data: limited website or device information if you interact with digital services, such as IP address, browser type, and usage patterns, where applicable.
Complaint and incident data: information about service issues, damage claims, or disputes.

We may also receive personal data from third parties when necessary for service delivery, such as from payment providers, referral partners, landlords, property managers, or subcontracted service providers acting on our instructions.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to plan, schedule, and complete removals or van services;
to communicate about booking arrangements, delays, or service changes;
to process payments and keep financial records;
to manage customer support, complaints, and insurance-related matters;
to comply with legal, accounting, tax, and regulatory requirements;
to protect against fraud, misuse, or unlawful activity;
to improve service quality, operational planning, and customer experience;
to maintain internal records and business administration.

We do not use personal data for unrelated purposes without informing you and, where required, obtaining a lawful basis for that use.

3. Lawful Basis for Processing

We only process personal data when we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases include:

3.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging moving services, managing bookings, handling payments, and delivering agreed services.

3.2 Legal Obligation

We may process and retain personal data where required to comply with legal obligations, such as tax, accounting, insurance, fraud prevention, or record-keeping requirements.

3.3 Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include business administration, customer service improvement, service planning, record management, and protection against fraud or misuse.

When relying on legitimate interests, we consider the impact on your privacy and take steps to minimise any risk.

3.4 Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific uses of data not covered by other lawful bases. Where we rely on consent, you may withdraw it at any time.

3.5 Vital Interests and Public Task

These bases are unlikely to apply in ordinary service operations, but may be used if necessary in exceptional circumstances involving safety or legal requirements.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us run our business and deliver services. These third parties act as processors or, in some cases, as independent controllers. We only share data where it is necessary and appropriate.

Examples of processors may include:

payment service providers;
booking, scheduling, or customer management software providers;
IT support, cloud storage, and email service providers;
accounting and bookkeeping providers;
subcontracted drivers or moving teams acting under our instructions;
professional advisers such as insurers, lawyers, or auditors where needed.

Where processors handle data on our behalf, they are required to protect it, use it only for the agreed purpose, and follow appropriate security measures. We do not sell personal data.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, property, customers, or staff.

5. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take steps to ensure a similar level of protection is applied wherever your data is processed.

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 or permitted by law.

Customer and booking records: retained for as long as needed to fulfil the service and manage follow-up matters.
Financial and tax records: kept for the period required by law, usually several years after the end of the relevant financial year.
Complaint, claim, and dispute records: retained for a period needed to resolve the matter and protect legal interests.
Communication records: kept for a reasonable period based on the nature of the interaction and business need.

When data is no longer required, we delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff awareness, and restricted sharing on a need-to-know basis.

While we take data protection seriously, no system can be guaranteed completely secure. If a personal data breach occurs, we will assess the situation and take appropriate action in line with applicable law.

8. Your Rights

Under data protection law, you may have the following rights, subject to certain conditions and exemptions:

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 request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request transfer of certain data to you or another controller in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Exercising your rights will not usually affect the lawfulness of processing carried out before your request was received.

You may also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household move or related service and where this is provided by or through an adult customer.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated.

11. Summary of Our Commitments

Man And Van Claphampark is committed to treating customer information responsibly. We collect only what is needed, use it for clear and lawful purposes, share it only with appropriate processors, and keep it only for as long as necessary. We also respect your rights and aim to make our data handling transparent and fair for all customers in the Clapham Park area.

By using our services, requesting a quote, or contacting us for a booking, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.