Privacy Policy - Man With A Van Croydon

This Privacy Policy explains how Man With A Van Croydon collects, uses, stores, shares, and protects personal data when providing moving, removals, transport, and related services. It applies to all Man With A Van Croydon customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or enquire about them. We are committed to handling personal information 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. Information We Collect

We collect only the personal data that is necessary to arrange, deliver, improve, and manage our services. The information we may collect includes:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including moving addresses, property access information, inventory lists, item descriptions, and preferred service dates.
Payment information such as transaction records, payment confirmations, and billing details.
Communication records including emails, phone notes, messages, and any feedback or complaints you submit.
Technical data such as basic website or device information if you interact with our digital systems, including IP address, browser type, and usage logs.
Special instructions you choose to share, such as access requirements, fragile item handling, or collection/delivery preferences.

We do not intentionally collect sensitive personal data unless it is necessary for a specific service request and you have chosen to provide it. Where such information is provided, we handle it with additional care and only where permitted by law.

2. How We Use Your Data

Your personal data is used for legitimate business and legal purposes connected to our removal and transport services. We may use your information to:

provide quotations and confirm bookings;
plan, manage, and complete your move or delivery;
communicate with you before, during, and after the service;
process payments, refunds, and invoices;
respond to enquiries, complaints, and service issues;
maintain records for accounting, insurance, and legal compliance;
improve our operations, services, and customer experience;
protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

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

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing bookings, moving services, and related customer support.

Legal Obligation

We may process data where required to comply with legal obligations, such as record-keeping, tax rules, accounting requirements, and regulatory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, preventing fraud, securing systems, and handling operational administration.

Consent

In limited cases, we may ask for your consent, for example where it is needed for a specific optional use of data. When we rely on consent, you may withdraw it at any time, although this will not affect processing already carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary to deliver our services, operate our business, or comply with legal requirements. Any third party that processes personal data on our behalf acts as a processor and is only permitted to use the information under our instructions.

Processors and other recipients may include:

Payment service providers that process card or transfer transactions.
Accountants and bookkeeping services that support financial and tax administration.
IT and hosting providers that store data, maintain systems, or support secure communications.
Customer management tools used to organise bookings and service records.
Insurance providers where a claim or incident requires relevant information.
Legal and regulatory authorities where disclosure is required by law or necessary to protect legal rights.
Subcontracted service providers assisting with moving, handling, or delivery tasks when needed to complete your service.

We require processors to implement appropriate technical and organisational measures to protect data and to keep it confidential. We do not sell your personal data.

5. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure your information remains protected to a standard consistent with UK data protection law.

6. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this Privacy Policy, including to meet legal, accounting, insurance, and operational requirements. Retention periods depend on the type of data and the reason for processing. For example:

Booking and service records are retained for the duration needed to manage the service and handle follow-up matters.
Financial and tax records are kept for the period required by law.
Correspondence and complaint records may be kept for a reasonable period to help resolve disputes or demonstrate compliance.
Technical and security logs are kept only for a limited period unless needed for investigation or legal reasons.

When personal data is no longer needed, it is securely deleted, anonymised, or destroyed. If data is retained for a longer period due to a legal dispute, claim, or investigation, we will limit access and use only to what is necessary.

7. Your Rights

You have rights over your personal data under data protection law. Subject to applicable legal limits, these may include:

Right of access – to request confirmation of whether we hold your data and to obtain a copy.
Right to rectification – to ask us to correct inaccurate or incomplete information.
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 some situations.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly. We encourage you to raise concerns with us first so we can try to resolve them promptly.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect children’s personal data unless it is incidentally provided in the course of a family move or similar arrangement and only where necessary to deliver the service. If we become aware that personal data has been collected without a valid reason, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any revised version will replace the previous one when published. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of Our Commitment

Man With A Van Croydon is committed to handling personal data responsibly, lawfully, and transparently. We collect only the information needed to provide reliable moving and transport services, we use it for clear and legitimate purposes, we retain it only as long as necessary, and we share it only with trusted processors or where the law requires it. We respect your rights and will respond appropriately to requests concerning your data.