Privacy Policy - Wandsworth Man And Van

Wandsworth Man And Van is committed to protecting the privacy and personal data of all customers in the Wandsworth area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our removal, delivery, collection, and related moving services. It applies to all Wandsworth Man And Van customers in the area, including individual customers, households, landlords, tenants, and business clients who request our services.

1. Who We Are

For the purposes of data protection law, Wandsworth Man And Van acts as the data controller in relation to the personal information we collect and use for the delivery of our services. This means we determine the purposes and means of processing personal data in connection with bookings, quotations, service delivery, administration, and related operational needs.

We take our responsibilities under the UK GDPR and the Data Protection Act 2018 seriously and aim to process personal data lawfully, fairly, and transparently.

2. Personal Data We Collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as phone number, email address, and service address.
Booking and service information including move date, item details, property access information, and instructions relating to the job.
Payment details such as transaction records and billing information.
Communication records including messages, call notes, quotations, complaints, and feedback.
Technical information such as basic device or browser data if you interact with our digital systems, where applicable.
Special instructions relating to access, parking, fragile items, or time-sensitive moving arrangements.

We do not intentionally collect more information than is necessary. In normal circumstances, we do not require sensitive special category data unless it is voluntarily provided and relevant to the service.

3. How We Use Personal Data

We use personal information to run our services efficiently and safely. This may include:

Providing quotes and responding to enquiries.
Managing bookings, scheduling, and service delivery.
Communicating about arrival times, access issues, or service changes.
Processing payments and keeping financial records.
Handling complaints, insurance matters, and dispute resolution.
Maintaining operational records and service quality.
Complying with legal, tax, accounting, and regulatory requirements.
Preventing fraud, misuse, or unlawful activity.

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 and such use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Wandsworth Man And Van relies on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and managing payments.

Legal Obligation

We may process personal data where necessary to meet legal duties such as tax records, accounting obligations, insurance documentation, and compliance with applicable laws.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing customer relationships, improving our services, maintaining records, preventing fraud, and ensuring efficient operations.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide additional information that is not necessary for the service. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These third parties may act as processors on our behalf or as independent controllers in their own right.

Examples of processors and service providers may include:

Payment processors used to handle card or electronic payments.
IT and cloud service providers used to store and secure business records.
Accounting and bookkeeping providers assisting with financial administration.
Communication service providers used to manage customer messages and operational correspondence.
Insurance or claims handling providers where a service issue or claim requires review.
Professional advisers such as legal or tax advisers when necessary.

We require processors to handle personal data securely, to use it only according to our instructions, and to protect it in line with applicable data protection law. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of information and the purpose for which it is held.

In general:

Booking and service records are retained for a reasonable period after completion.
Financial and tax records are kept for the period required by law.
Correspondence may be retained for as long as needed to resolve queries or disputes.
Unused or unnecessary data is deleted or securely anonymised when it is no longer needed.

Where appropriate, we may retain information longer if required for legal claims, insurance matters, or regulatory purposes.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of records.

While no system can be guaranteed completely secure, we aim to reduce risks through proportionate safeguards and responsible data management.

8. Your Rights

You have a number of rights under data protection law, subject to certain conditions and exceptions. These rights may include:

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 data in certain circumstances.
Right to restriction – to ask us to limit the processing of your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the law allows.
Right to withdraw consent – where processing is based on consent.

If you believe we have not handled your personal data properly, you also have the right to raise a concern with the relevant data protection authority in the UK. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes, we will update this Privacy Policy and provide information about the logic involved and your rights.

10. Children’s Data

Our services are intended for adults and business customers arranging removals or related services. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for the service. Where such information is received, we handle it carefully and only for legitimate service-related purposes.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Our Approach

At Wandsworth Man And Van, we aim to process personal data in a way that is lawful, fair, transparent, and limited to what is necessary. We collect only the information needed to provide moving services, manage bookings, comply with legal obligations, and protect our business and customers. We use trusted processors, retain data for appropriate periods, and respect your rights under data protection law.

By using our services, customers in the Wandsworth area acknowledge that their personal data may be processed in accordance with this Privacy Policy.