Privacy Policy - Man With Van Croydon

This Privacy Policy explains how Man With Van Croydon collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With Van Croydon customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within Croydon and surrounding locations.

We are committed to handling personal information in a fair, lawful, transparent, and secure way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside any service agreement or booking confirmation you receive from us.

1. Personal Data We Collect

We collect only the information that is necessary to provide and manage our services. Depending on the nature of the booking, we may collect the following categories of data:

Identity details such as your name, title, and, where relevant, company name.
Contact details including telephone number and email address.
Address information such as collection address, delivery address, billing address, and access instructions.
Booking information including move date, service type, inventory details, and special handling requirements.
Payment information such as invoice details, transaction references, and payment status.
Communication records including emails, text messages, quotes, and call notes relating to your booking.
Service-related notes such as parking restrictions, stair access, fragile items, or other moving requirements.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a service-related reason. Please avoid sharing sensitive personal information unless it is relevant to your move or required for safety, access, or compliance.

2. How We Use Your Data

We use personal data to operate our business and deliver services effectively. The main purposes include:

Providing quotations and confirming bookings.
Planning and carrying out removals, deliveries, and related services.
Communicating with you before, during, and after the service.
Issuing invoices, processing payments, and maintaining financial records.
Managing customer support queries, complaints, and service issues.
Improving our services, operations, and internal record-keeping.
Meeting legal, tax, insurance, and regulatory obligations.
Preventing fraud, misuse, or unlawful activity.

We only use your data for purposes that are compatible with the reason it was collected.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging bookings, carrying out moves, and handling payments.

Legal Obligation

We process certain information where we are required to do so by law, such as keeping tax records, accounting documents, or records needed for regulatory compliance.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include managing our operations, responding to customer enquiries, improving service quality, and protecting against fraud or misuse.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive non-essential communications. You may withdraw consent at any time where consent is the lawful basis used.

4. Data Sharing and Processors

We may share personal data only where necessary and only with trusted third parties acting on our behalf or where disclosure is legally required. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that help us manage financial records.
IT and cloud service providers that store emails, booking records, and secure business data.
Communication service providers used to send booking confirmations or service updates.
Insurance providers where necessary for claims handling or risk management.

We require our processors to protect personal data, use it only for specified purposes, and apply appropriate security measures. We do not sell personal data.

We may also disclose information to law enforcement, regulatory bodies, courts, or other authorities where required by law or where such disclosure is necessary to protect our rights, staff, customers, or property.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods vary depending on the type of data and the reason we hold it.

Booking and service records are retained for a reasonable period to manage the service relationship and resolve any disputes.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be kept for customer support, audit, and service quality purposes.
Claims or incident-related records may be kept longer where needed to establish, exercise, or defend legal claims.

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

6. Security of Your Information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis.

While we take reasonable steps to safeguard data, no system can be guaranteed as completely secure. If a personal data breach occurs that poses a risk to your rights and freedoms, we will handle it in accordance with applicable law.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights are subject to legal limitations and may not apply in every case.

Right of access ??? you may request a copy of the personal data we hold about you.
Right to rectification ??? you may ask us to correct inaccurate or incomplete data.
Right to erasure ??? in some circumstances, you may request deletion of your data.
Right to restriction ??? you may request that we limit processing in certain situations.
Right to object ??? you may object to processing based on legitimate interests.
Right to data portability ??? you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent ??? where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in line with legal requirements.

8. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided by an adult customer as part of a household move or similar service arrangement. Where such information is shared, it is handled only for the relevant service purpose and with appropriate care.

9. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we ensure that appropriate safeguards are in place to protect your information in accordance with data protection law. These safeguards may include approved contractual protections and other legal transfer mechanisms.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated 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.

11. How This Policy Applies

This Privacy Policy applies to all customers using Man With Van Croydon services in the area, whether the service involves a small single-item move, a full property relocation, local delivery, or business transport support. By booking or using our services, you acknowledge that your personal data will be processed in accordance with this policy and applicable law.

Summary commitment: we collect only necessary information, use it for legitimate service and legal purposes, protect it with appropriate safeguards, retain it only as long as needed, and respect your rights as a data subject.