Privacy Policy - Man And A Van Merton

This Privacy Policy explains how Man And A Van Merton collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related services. It applies to all Man And A Van Merton customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our business. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Merton is a removals and transportation service provider. For the purposes of data protection law, we act as a data controller when we determine why and how your personal data is processed. In some cases, we may also act as a data processor where we process information on behalf of a business customer under their instructions.

This policy applies to personal data relating to customers, prospective customers, recipients of deliveries, suppliers, and other individuals whose data is collected in connection with our services.

2. Data We Collect

We only collect personal data that is necessary for legitimate business purposes and service delivery. The categories of information we may collect include:

Identity data: name, title, and, where needed, identification details.
Contact data: address, email address, telephone number, and preferred contact details.
Booking and service data: moving dates, pickup and drop-off details, property access notes, inventory information, and service preferences.
Payment data: payment status, billing records, and limited payment-related details necessary to process transactions.
Communication data: messages, call notes, complaint records, and correspondence relating to quotes or bookings.
Technical data: IP address, device information, and usage data where collected through digital systems used for administration or security.
Special category data: we do not normally collect sensitive personal data. If such information is provided inadvertently, it will be handled with extra care and only where lawful to do so.

We generally collect personal data directly from you. In some cases, information may be provided by another person acting on your behalf, such as a family member, landlord, estate agent, or business customer arranging a move.

3. How We Use Your Data

Your personal data is used only where necessary to provide services and run our business. Typical uses include:

responding to enquiries and providing quotations;
confirming and managing bookings;
planning routes, schedules, and loading requirements;
delivering goods, removals, and related services safely and efficiently;
issuing invoices and processing payments;
handling complaints, claims, and service updates;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, customers, and property from fraud or misuse.

We will not use your data for purposes that are incompatible with the reason it was collected unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

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

Contract: processing is necessary to enter into or perform a contract with you, such as providing a removal or delivery service.
Legal obligation: processing is necessary to comply with legal requirements, including accounting, tax, insurance, and record-keeping duties.
Legitimate interests: processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing enquiries, preventing fraud, improving services, and maintaining business records.
Consent: in limited cases, we may rely on your consent, for example where it is required for specific optional communications. You may withdraw consent at any time.

Where we rely on legitimate interests, we assess whether processing is proportionate, necessary, and respectful of your privacy. We do not use personal data in ways that would be unexpected or unfair.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of data and the context in which it was obtained.

Quotation and enquiry data: retained for a reasonable period to manage follow-up, business administration, and dispute handling.
Booking and service records: retained for the duration of the service relationship and for a further period where needed for warranty, complaint, or liability purposes.
Financial and tax records: retained in line with legal and accounting requirements.
Correspondence and claim records: retained as long as needed to resolve issues and protect legal rights.

When data is no longer required, we securely delete, anonymise, or destroy it. We do not keep personal data indefinitely.

6. Processors and Sharing of Data

We may share personal data with trusted third-party service providers who act as processors on our behalf. These providers are only allowed to process your data according to our instructions and must keep it secure and confidential. Examples may include:

payment and invoice processing services;
accounting and bookkeeping providers;
IT, hosting, and system support providers;
customer communication and scheduling tools;
insurance providers and claims handlers;
professional advisers such as legal or financial advisers.

We may also disclose personal data where required by law, court order, or a competent authority, or where necessary to establish, exercise, or defend legal claims. If we work with other businesses in connection with a job, we will only share the minimum information needed for service delivery.

Where data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your information remains protected to a standard consistent with UK data protection law.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures.

Although no method of transmission or storage is completely risk-free, we work to reduce risks and handle data responsibly. If a personal data breach occurs, we will act in accordance with our legal duties and take steps to limit any harm.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal exceptions, these include the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict the processing of your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability where processing is based on consent or contract and carried out by automated means;
withdraw consent at any time where consent is the lawful basis;
lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed.

If you make a rights request, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. Children’s Data

Our services are not intended to be directed at children. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by an adult with authority to do so.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Man And A Van Merton respects your privacy and is committed to lawful, secure, and transparent processing of personal data. We collect only the information needed to provide reliable moving and transport services, use it on a valid legal basis, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also recognise and support your rights over your personal information.

By using our services, you acknowledge that this Privacy Policy applies to your interaction with Man And A Van Merton in the area we serve.