Privacy Policy - Man And Van Bermondsey

This Privacy Policy applies to all Man And Van Bermondsey customers in the area. It explains how we collect, use, store, share, and protect personal data when providing removal, delivery, transport, and related services. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Bermondsey provides local moving and transport services to individuals, households, and businesses. In the course of arranging and delivering our services, we may process personal data about customers, recipients, and other relevant individuals. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The categories of information we may collect include:

Identity details such as your name and, where needed, the name of a business or organisation.
Contact details such as postal address, email address, and telephone number.
Booking and service details including dates, addresses, property access information, item descriptions, delivery instructions, and service preferences.
Payment information such as payment confirmation, billing records, and transaction references. We do not knowingly store full card details unless a secure payment process requires it.
Communication records including emails, messages, notes from phone calls, complaints, and service updates.
Technical data such as device and browser information if you interact with digital systems we use for administration.
Special category data only when you voluntarily provide it and it is necessary for the service, for example accessibility needs or health-related delivery instructions.

We do not intentionally collect more information than is required. Where information is not needed, we will not ask for it. If you choose to share extra details, we will process them only where there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, book services, and manage customer accounts or requests.
To arrange collections, deliveries, removals, and transport logistics.
To communicate with you about bookings, updates, changes, and service issues.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, and customer support matters.
To meet legal, regulatory, tax, and insurance obligations.
To improve our services, train staff, and maintain business records.
To protect the safety and security of our customers, staff, and property.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose.

4. Lawful Basis for Processing

We process personal data only where there is a lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract – where processing is necessary to enter into or perform a service agreement, such as arranging a move or delivery.
Legal obligation – where we must retain or share information to comply with tax, accounting, insurance, or regulatory requirements.
Legitimate interests – where processing is necessary for our business operations, fraud prevention, service improvement, and record keeping, provided your rights do not override those interests.
Consent – where required, especially for processing certain optional information or special category data not covered by another lawful basis.
Vital interests – in rare situations where processing is needed to protect someone’s life or safety.

Where we rely on consent, you can withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties that help us provide and manage our services. These organisations act as processors when they process data on our behalf and under our instructions. They may include:

Payment service providers and banking partners.
IT and software providers used for scheduling, communications, storage, or administration.
Accountants, auditors, and professional advisers.
Insurers, claims handlers, and legal advisers.
Subcontractors or operational partners involved in a booked service.
Public authorities, regulators, or law enforcement where disclosure is required by law.

We require all processors to handle personal data securely, use it only for specified purposes, and comply with applicable data protection obligations. We do not sell personal data. Any sharing is limited to what is necessary and proportionate for service delivery, compliance, or protection of legitimate business interests.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting obligations. Retention periods depend on the type of record and the reason for processing.

Booking and service records may be retained for a period needed to manage the contract and any follow-up issues.
Financial and tax records may be kept for the period required by law.
Complaint, dispute, or claim records may be retained until the matter is resolved and any limitation period has expired.
Marketing or optional communication records are retained until you opt out or withdraw consent, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. Retention is reviewed periodically to ensure information is not kept longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, limited permissions, and operational safeguards. While no method of transmission or storage is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

8. International Transfers

If any processor or system used by us 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 clauses or other lawful transfer mechanisms to protect your information to the standard required by law.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis used for processing.

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 cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to complain to the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can attempt to resolve the issue promptly and fairly.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary for a service request made by an adult and lawful processing applies. If we become aware that we have collected information from a child without proper authorisation or lawful basis, we will take appropriate steps to delete or protect that information.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any updates will apply from the date they are published or otherwise communicated. We recommend reviewing this policy periodically so you remain informed about how your personal data is handled.

12. Summary of Our Commitment

Man And Van Bermondsey is committed to protecting personal data, respecting privacy rights, and processing information only where there is a valid legal reason. We keep data use limited, secure, and proportionate to the services we provide. This policy applies to all Man And Van Bermondsey customers in the area and is intended to ensure transparency, accountability, and compliance with applicable data protection law.