Privacy Policy - Man And Van Bermondsey

This Privacy Policy explains how Man And Van Bermondsey collects, uses, stores, and protects personal data in connection with its moving, packing, collection, delivery, and related removal services. It applies to all Man And Van Bermondsey customers in the area, including individuals, households, and businesses that use our services or interact with us during a booking, quotation, or service visit.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Information We Collect

We collect only the information needed to provide and manage our services effectively. Depending on the nature of the job, this may include:

Identity details such as your name and title
Contact details such as your address, email address, and telephone number
Booking information such as moving date, collection and delivery addresses, service preferences, and job notes
Payment and billing information where required for invoicing, receipts, or payment processing
Service history including quotes, correspondence, complaints, and records of completed work
Access and property details such as parking instructions, building access requirements, floor levels, lift availability, or item handling notes
Communication records from calls, messages, emails, and other enquiries
Technical data such as limited information from website or device interactions, where relevant, to maintain security and improve performance

In some cases, we may also receive information from third parties, such as a landlord, letting agent, property manager, business partner, or another person arranging the service on your behalf. We only use such information where it is necessary to perform the service or manage the booking.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings
To carry out moving and removal services
To plan routes, allocate staff, and manage logistics
To contact you about service updates, access issues, or scheduling changes
To issue invoices, process payments, and maintain accounting records
To respond to enquiries, complaints, and requests for support
To improve service quality, training, safety, and customer experience
To meet legal, tax, insurance, and regulatory obligations
To protect our business, staff, and customers from fraud, misuse, or unlawful activity

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or where the law allows or requires us to do so.

3. Lawful Basis for Processing

We process personal data under one or more lawful bases set out in the UK GDPR. These include:

Contract

We process your information when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing payments.

Legal Obligation

We may process and keep certain records because the law requires it, such as tax, accounting, insurance, and business record-keeping obligations.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, customer support, staff training, and business improvement.

Consent

In limited cases, we may rely on your consent, for example if we need to use your information in a way that requires permission under the law. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s life or physical safety.

4. Sharing Your Information and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to provide our services or operate our business. These third parties act as processors or independent controllers depending on the circumstances.

Examples of processors or service providers may include:

Payment processors for handling card or online payments
Accounting and bookkeeping providers for invoicing and tax records
IT and cloud service providers for secure data storage, email, and communication tools
Customer management and scheduling tools for booking administration
Professional advisers such as insurers, auditors, legal advisers, or consultants
Subcontractors or operational partners where needed to complete a service you have requested

All processors are required to handle personal data securely, use it only on our instructions, and comply with data protection law. Where a third party processes data as an independent controller, they are responsible for their own privacy practices.

We may also disclose personal data if required to do so by law, court order, regulator, or law enforcement authority, or where necessary to establish, exercise, or defend legal claims.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations.

Retention periods may vary depending on the type of information and the reason for keeping it. In general:

Booking and service records are kept for a period necessary to manage the contract and any follow-up matters
Financial and tax records are retained for the period required by law
Complaint, dispute, or claims records may be kept for longer where needed to resolve an issue or defend a claim
Data that is no longer needed is securely deleted, anonymised, or destroyed

Where information is no longer required, we take reasonable steps to remove it from our active systems and archives in a secure manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff training, limited access to records, and careful management of third-party providers.

Although we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will assess it promptly and take the action required by law.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 restrict processing - to ask us to limit how we use your data in certain cases
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 will not usually have to pay a fee to exercise your rights. We may need to verify your identity before responding. Some rights are subject to legal limits and may not apply in every situation.

8. Marketing Communications

We only send marketing communications where permitted by law. If you no longer wish to receive such communications, you may object at any time. Service-related messages, such as booking updates or invoices, are not marketing and may still be sent when necessary to manage your service.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your information in accordance with applicable law. This may include using approved contractual protections or other lawful transfer mechanisms.

10. Children’s Data

Our services are intended for adults or persons acting on behalf of households or businesses. We do not knowingly collect personal data directly from children unless it is necessary in connection with a service request and only with appropriate lawful basis.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply whenever you use our services. We encourage you to review this policy periodically to stay informed.

12. Contacting Us About Privacy

If you have questions about this Privacy Policy or how your personal data is handled, you may contact us through the usual service channels provided at the time of booking or enquiry. You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Man And Van Bermondsey treats privacy as an important part of its service. We process personal data only when necessary, keep it secure, and aim to handle all information in a fair, transparent, and lawful manner. This policy applies to every customer in the Bermondsey area who uses our services, whether for a single item move, a full home removal, or any related transport and logistics support.