Privacy Policy - Man With Van Greenwich

This Privacy Policy explains how Man With Van Greenwich collects, uses, stores, and protects personal data. It applies to all Man With Van Greenwich customers in the Greenwich area, including individuals and businesses who request or receive removals, man and van transport, delivery, loading, unloading, packing, or related services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Greenwich acts as the data controller for the personal data we process in connection with our services. This means we determine why and how your personal data is used. In some cases, we may also act as a data processor when handling information on behalf of another business customer, but where we collect and manage customer details directly, we are the controller.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, managing bookings, meeting legal obligations, and improving our operations. The types of data we may collect include:

Identity data such as your name, title, and business name if applicable.
Contact data such as address, email address, telephone number, and moving or delivery address details.
Booking and service data including service dates, property access information, item descriptions, inventory lists, and special handling instructions.
Payment and transaction data such as payment status, invoicing records, and billing information.
Communication data including emails, call notes, messages, complaints, and feedback.
Technical data if you interact with us online, such as IP address or device information, where relevant for security or service administration.
Legal and compliance data such as records required for tax, insurance, or dispute resolution purposes.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a service-related reason, such as access needs or health-related handling instructions. Where this happens, we will only process it when permitted by law and when appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for specific and limited purposes. These include:

Providing moving, transport, and related services.
Managing bookings, quotations, schedules, and job planning.
Communicating with customers about services, changes, or issues.
Processing payments, issuing invoices, and maintaining records.
Handling complaints, claims, and disputes.
Meeting legal, tax, accounting, and insurance obligations.
Maintaining security, preventing fraud, and ensuring service quality.
Improving our services, training staff, and managing business operations.

We only use your information when we have a lawful basis to do so. We do not sell personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. Depending on the circumstances, Man With Van Greenwich may rely on one or more of the following bases:

Contract: We process your data to enter into and perform our service agreement, including quotations, booking arrangements, delivery, and after-service administration.
Legal obligation: We process data when required to comply with tax, accounting, insurance, or other legal duties.
Legitimate interests: We may process data to run and improve our business, manage communications, prevent fraud, protect property, and resolve disputes, provided our interests are not overridden by your rights and freedoms.
Consent: In limited situations, we may ask for your consent, for example if we need to process optional information that is not essential to the service. Where consent is used, you may withdraw it at any time.
Vital interests: In rare circumstances, we may process data where it is necessary to protect someone’s life or physical safety.

We review the lawful basis carefully and only collect what is necessary for each purpose.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with legal requirements. These third parties may act as processors or independent controllers depending on the context. When they act as processors, they only process data on our instructions and must keep it secure.

Examples of processors and service providers may include:

Payment providers that process card or bank transactions.
Accounting and bookkeeping providers that support financial record keeping.
IT and cloud service providers that host data, emails, or storage systems.
Communication tools used for scheduling, customer notifications, and administration.
Insurance providers and claims handlers where required for protection or dispute management.
Professional advisers such as lawyers, auditors, or tax advisers when necessary.
Subcontractors or operational partners involved in the delivery of the service, where appropriate and necessary.

We only share the minimum data required and take reasonable steps to ensure any processor provides appropriate security and data protection standards. We may also disclose data to public authorities, regulators, or law enforcement where required by law.

6. International Transfers

Some service providers may process data outside the UK. If this occurs, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual safeguards, to protect your personal data. We take steps to ensure that any such transfer remains compliant with applicable data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, insurance, and reporting obligations. The retention period depends on the type of information and the reason for processing. In general:

Booking and service records are retained for a reasonable period after completion to handle queries, claims, or disputes.
Financial and tax records are kept for the period required by law.
Communication records are retained while needed to manage customer service and business administration.
Data collected with consent is retained until consent is withdrawn or the information is no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep data indefinitely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, destruction, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of procedures. Although no system can be guaranteed completely secure, we work to reduce risk and protect your information.

9. Your Rights

As a data subject, you have several rights under data protection law. These rights may be subject to legal limits, but we will always consider your request carefully. Your rights include:

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 information.
Right to erasure: You can request deletion of your data in certain circumstances.
Right to restrict processing: You can ask us to limit how we use your data in certain situations.
Right to object: You can object to processing based on legitimate interests or direct marketing.
Right to data portability: You can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: If we rely on consent, you may withdraw it at any time.

In addition, you have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

10. Children’s Data

Our services are intended for adults, businesses, and authorised representatives. We do not knowingly collect personal data from children except where it is necessary and provided by a parent, guardian, or authorised adult in relation to a service booking or access arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

12. Summary of Our Commitments

At Man With Van Greenwich, we aim to process personal data responsibly and transparently. We collect only the information needed to deliver our services, rely on lawful bases recognised by law, share data only with trusted processors where necessary, and retain data for no longer than required. We also respect your rights and take privacy seriously for every customer in the Greenwich area.

Privacy, security, and lawful processing are central to how we operate. If personal data is ever used in a way that goes beyond what is necessary for service delivery, we will ensure there is a valid legal basis and suitable safeguards in place.