Privacy Policy - Man And Van Dulwich

This Privacy Policy applies to all Man And Van Dulwich customers in the area. It explains how we collect, use, store, share, and protect personal data when providing man and van, removals, transport, and related services. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Dulwich acts as the data controller for the personal data we collect about customers, prospective customers, and individuals who interact with us in connection with our services. This means we decide why and how your personal data is used.

We take privacy seriously and aim to process personal data fairly, lawfully, and transparently. This policy applies to all customers and users of our services in the Dulwich area and surrounding locations where our services are offered.

2. Information We Collect

We only collect personal data that is necessary for the purpose of providing our services, managing bookings, and meeting legal obligations. The types of data we may collect include:

Identity data such as your name and title.
Contact data such as telephone number and email address.
Address data such as collection address, delivery address, billing address, and any access details needed to complete the service.
Booking and service details such as moving date, service requirements, property access information, and item descriptions.
Payment-related data such as payment status and transaction references.
Communication records including emails, calls, messages, and notes about enquiries or complaints.
Technical data that may be collected when you interact with us electronically, such as device or browser information, where relevant.

We do not intentionally collect special category data unless it is necessary and you have provided it yourself, or unless it is required to fulfil a legal obligation. Special category data may include information about health, disability, or other sensitive matters if such information is relevant to access, safety, or service planning. When this occurs, we apply extra care and process it only where permitted by law.

3. How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange and deliver moving, removal, and transport services.
To communicate with you about booking details, timing, and service changes.
To manage payments, invoices, and account administration.
To maintain business records and improve our operations.
To deal with complaints, claims, and customer support matters.
To comply with legal and regulatory obligations.
To protect our business, customers, staff, and property from fraud or misuse.

We do not use your information for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under GDPR. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, confirming bookings, carrying out the service, and managing payment arrangements.

Legal Obligation

We may process personal data where required to comply with applicable laws, such as tax, accounting, insurance, or record-keeping obligations.

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. Examples include improving service quality, maintaining internal records, preventing fraud, and protecting our operations.

Consent

In some situations, we may rely on your consent, particularly for optional communications or certain types of sensitive information. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data only when necessary and only with parties that help us provide our services or meet legal requirements. These parties act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and software providers that store or manage booking and communication data.
Payment service providers that handle transactions securely.
Accountants or bookkeeping services that support financial administration.
Professional advisers such as legal or insurance advisers.
Service partners or subcontractors involved in completing a booking, where needed.

Where we use processors, we ensure they are contractually bound to process personal data only on our instructions, to keep it secure, and to comply with GDPR requirements. We do not sell personal data.

We may also disclose information if required by law, court order, law enforcement request, or to protect the rights, safety, or property of our business or others.

6. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place. This may include the use of approved contractual clauses or ensuring the destination country provides an adequate level of data protection. We only make such transfers where necessary and where suitable protections exist.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements.

In deciding how long to retain data, we consider:

The nature and sensitivity of the data.
The purpose for which we collected it.
Any legal obligations that apply.
Potential disputes, claims, or complaints.

As a general approach, booking, transaction, and customer correspondence records may be retained for a period that reflects legal and operational requirements. After that period, we will securely delete, anonymise, or otherwise dispose of the data.

We do not retain personal data longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of our data handling practices.

No method of transmission or storage is completely secure, but we work to reduce risks and to keep information protected to a reasonable and appropriate standard.

9. Your Rights Under GDPR

As a data subject, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

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

You also have the right to lodge a complaint with the relevant supervisory authority if you are unhappy with how your data has been handled. We encourage you to raise any concerns with us first so that we can try to resolve the matter promptly.

10. Children’s Data

Our services are generally intended for adult customers and business contacts. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and lawful to do so. Where children’s data is involved, we apply suitable safeguards and process it only where necessary.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers in the Dulwich area to review this policy periodically so they remain informed about how we handle personal data.

12. Summary of Our Commitment

At Man And Van Dulwich, we aim to process personal data lawfully, fairly, and transparently. We collect only what is needed to provide our services, rely on appropriate lawful bases, keep data secure, retain it only for as long as necessary, and respect your rights under GDPR. This policy applies to all Man And Van Dulwich customers in the area and reflects our commitment to responsible data handling.