Privacy Policy - Man And Van Newmalden

Man And Van Newmalden is committed to protecting the privacy and personal data of all customers in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, packing, transport, and related services. It applies to all Man And Van Newmalden customers in the area, including individuals, families, landlords, tenants, and businesses that engage our services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man And Van Newmalden acts as the data controller for the personal data we collect in connection with our services. This means we determine why and how your personal data is used.

2. Information We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and comply with legal obligations. The information we may collect includes:

Identity information, such as your name and title.
Contact information, such as address details and any communication details you provide.
Service details, including moving dates, property access notes, inventory items, and delivery or collection instructions.
Payment and billing information, where needed to process payments, issue invoices, and manage accounts.
Communication records, including messages, booking notes, complaints, and service updates.
Special instructions relevant to your move, such as handling requirements for fragile items or access restrictions.
Technical data that may be collected when you interact with our systems, such as basic usage or device information, if applicable.

We do not intentionally collect more data than is needed for legitimate business purposes. Where possible, we encourage you to avoid sharing unnecessary personal information.

3. How We Use Your Data

We use your personal information for the following purposes:

To provide quotes and arrange services.
To manage bookings and carry out moving or transport services.
To communicate with you about your booking, schedule, or service changes.
To process payments, refunds, and account administration.
To maintain business records and service history.
To respond to questions, complaints, or requests.
To improve our services, operations, and customer experience.
To comply with legal, tax, accounting, and insurance obligations.

We will only use your data in ways that are compatible with the purposes explained in this policy, unless we have a lawful reason to do otherwise.

4. Lawful Basis for Processing

We process personal data only where there is a valid legal basis under UK GDPR. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, delivering items, and managing payment-related matters.

Legal Obligation

We may process and retain certain records to comply with legal requirements, such as tax rules, accounting standards, and other statutory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service management, fraud prevention, record keeping, and business improvement.

Consent

In limited cases, we may rely on your consent, for example where optional information or certain communications are involved. If consent is used, you can withdraw it at any time.

5. Sharing Your Information

We may share personal data with trusted third parties when necessary to deliver our services, operate our business, or meet legal requirements. These parties may act as data processors or, in some cases, independent controllers. We require appropriate safeguards to protect your information.

Processors and service providers may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support financial record management.
IT and software providers that host systems, store records, or support communications.
Operational subcontractors that help carry out services on our behalf.
Insurance providers and claims handlers where required for service protection or dispute resolution.
Professional advisers, such as lawyers or accountants, where necessary.
Public authorities or regulators where disclosure is required by law.

We do not sell your personal data. Any sharing is limited to what is necessary and proportionate for a valid business or legal purpose.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including the need to meet legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason it is held.

Booking and service records may be kept for a reasonable period to manage customer history and resolve issues.
Financial and tax-related records may be kept for the period required by law.
Communication records may be retained for business administration and dispute handling.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, misuse, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved.

Although we take reasonable steps to protect your information, no system can be guaranteed completely secure. We therefore encourage you to share only the information needed for your service.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing, where applicable.
Data portability for data processed by automated means on the basis of consent or contract, where applicable.
Withdraw consent at any time where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may contact the relevant data protection authority in your jurisdiction.

9. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your personal data in accordance with applicable law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections.

10. Children’s Data

Our services are intended for adults arranging removals, transport, or related services. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s service request and provided appropriately by an adult responsible for the arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updates will take effect when published or otherwise communicated, where appropriate. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Key Principles

Man And Van Newmalden processes personal data fairly, lawfully, and transparently. We collect only what is necessary, use it for clear and legitimate purposes, retain it only as long as needed, and share it only with trusted processors or where the law requires it. We respect your rights and are committed to handling your information with care and responsibility.

This Privacy Policy applies to all Man And Van Newmalden customers in the area.