Privacy Policy - Man With Van Greenwich

This Privacy Policy explains how Man With Van Greenwich collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man With Van Greenwich customers in the Greenwich area, including individuals, households, businesses, and anyone who contacts us to request a quote, book a service, or make an enquiry.

We are committed to handling personal data in a way that is lawful, fair, transparent, and secure. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have under the UK GDPR and Data Protection Act 2018.

1. Information We Collect

We collect only the personal data needed to provide our services, manage bookings, meet legal obligations, and run our business. Depending on how you interact with us, we may collect the following categories of information:

Identity information: name, title, and business name where relevant.
Contact information: address, email address, telephone number, and moving locations.
Booking and service details: requested moving dates, property access notes, inventory details, parking or loading information, and special handling requirements.
Payment information: payment status, billing records, and transaction references. We do not store full card details unless necessary through secure payment providers.
Communication records: emails, messages, call notes, complaint details, and correspondence relating to quotes, bookings, or support.
Technical information: basic website usage data, if applicable, such as IP address, device information, and browser type collected through standard analytics or security tools.
Proof and verification data: information needed to confirm identity, authority to arrange a move, or ownership/occupancy where required.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific request, such as access needs. If we ever process special category data, we will do so only where permitted by law and with additional safeguards.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to schedule, manage, and deliver moving and van services;
to communicate about bookings, arrival times, and service updates;
to prepare invoices, process payments, and maintain accounting records;
to handle complaints, disputes, and customer support requests;
to maintain records for internal administration, quality control, and business planning;
to comply with legal, tax, insurance, and regulatory requirements;
to protect against fraud, misuse, or unlawful activity;
to improve our services, operations, and customer experience.

We only use personal data where we have a valid reason to do so and where the use is consistent with the purpose for which it was collected.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote you requested, confirming a booking, carrying out the move, and taking payment.

Legal Obligation

We may process personal data to meet legal obligations, including accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include business administration, service improvement, fraud prevention, and maintaining customer records.

Consent

In limited cases, we rely on your consent, for example where we wish to send optional marketing communications or process certain information that is not otherwise necessary. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, for example in an emergency involving health or safety during a move.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or independent controllers depending on the circumstances.

Examples of processors and recipients may include:

payment service providers that handle secure transactions;
accounting, invoicing, and bookkeeping software providers;
cloud storage and IT support providers;
email, messaging, and customer management systems;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers;
subcontractors or crew members assisting with the move, where needed to complete the service;
public authorities, regulators, or law enforcement where required by law.

We require processors to keep data secure, use it only for specified purposes, and comply with applicable data protection obligations. We do not sell your personal data.

5. International Transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protection measures recognised by law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer period is required by law or justified for legitimate business reasons. Retention periods vary depending on the type of data and how it is used.

Quote and enquiry records: typically kept for a reasonable period to manage follow-up, disputes, and service history.
Customer booking and service records: retained for the duration of the service relationship and for an additional period where needed for administration, warranty, or dispute resolution.
Financial and tax records: retained for the period required by law.
Complaint and claims records: kept long enough to investigate, respond, and defend legal claims if necessary.

When data is no longer required, we will delete it, anonymise it, or securely archive it where appropriate.

7. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and supplier checks.

While we work hard to protect data, no system can be guaranteed completely secure. If a data breach occurs and is likely to result in a risk to your rights and freedoms, we will follow the legal requirements for investigation, reporting, and notification.

8. Your Rights

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

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 restriction: to ask us to limit how we use your data;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to data portability: to receive certain data in a structured, commonly used format;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time;
Right to complain: to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

9. Marketing

We only send marketing communications where permitted by law. If we send you promotional messages, you may opt out at any time. Unsubscribing or objecting to marketing will not affect service-related messages that are necessary for a booking or ongoing customer relationship.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidental to the service and provided by an adult customer for a legitimate reason.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to your use of our services. We encourage customers in Greenwich to review this policy periodically to stay informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Greenwich is committed to protecting your privacy and using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and protect it through appropriate safeguards. We also respect your rights and aim to make it easy for customers in the Greenwich area to understand how their information is handled.