Privacy Policy - Man With A Van West Ham

This Privacy Policy explains how Man With A Van West Ham collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With A Van West Ham customers in the area, including prospective customers, current customers, and individuals who communicate with us about a booking, quotation, or service enquiry.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy sets out what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to individuals.

1. Information We Collect

We may collect and process personal data directly from you, from your employer or representative, or from third parties involved in arranging or delivering our services. The information we collect depends on the nature of the job and the communication we have with you.

Types of data we may collect

Identity details: name, title, and any relevant business name.
Contact details: postal address, email address, and telephone number.
Service information: details of the move, items to be transported, access arrangements, dates, times, and special instructions.
Payment information: invoice details, payment status, and limited financial records required for accounting purposes. We do not intentionally store full card details unless necessary for a specific transaction handled securely.
Communication records: emails, messages, telephone notes, complaint details, and booking correspondence.
Technical data: limited website or device information if you contact us online, such as IP address, browser type, or cookies where applicable.
Supporting documentation: photographs, inventories, access notes, or evidence required to manage claims, delivery issues, or service quality.

We aim to collect only the data needed to provide our services and manage our business effectively. Where possible, we keep personal data accurate and up to date.

2. How We Use Personal Data

We use personal data only where we have a valid lawful basis. Common uses include:

providing quotations and responding to enquiries;
managing bookings, scheduling, and service delivery;
communicating with you before, during, and after the service;
processing payments, issuing invoices, and keeping accounting records;
dealing with complaints, disputes, or insurance matters;
protecting our staff, customers, vehicles, and property;
meeting legal, tax, and regulatory obligations;
improving our services, operations, and customer experience;
preventing fraud, misuse, or unlawful activity.

We do not use personal data for purposes that are incompatible with the reason it was collected unless required or permitted by law.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging bookings, delivering removals or transport, and managing customer requests connected to the service.

Legal obligation

We process certain information to meet legal obligations, such as tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process 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 managing operations, keeping records, improving services, and handling service-related issues.

Consent

In some situations, we may rely on your consent, for example for certain optional communications or where consent is required by law. Where consent is used, you may withdraw it at any time.

Vital interests

In rare cases, we may process personal data to protect someoneâ€™s life or physical safety.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. When third parties process data on our behalf, they act as processors and are required to handle it securely and only in line with our instructions.

Examples of processors and recipients

IT and cloud service providers: for secure storage, email, scheduling, and communications.
Accounting and bookkeeping providers: for invoicing, payments, and tax compliance.
Payment service providers: where payments are made through secure external systems.
Vehicle, logistics, and routing services: where needed to manage transport operations.
Insurance providers or claims handlers: if an incident, loss, or damage claim is reported.
Legal or professional advisers: where advice or dispute resolution support is necessary.

We may also disclose information if required by law, by a court order, or to protect rights, property, staff, customers, or the public. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, and to meet legal, accounting, and business requirements. Retention periods vary depending on the type of data and the reason for processing.

Quotation and booking records: kept for a reasonable period to manage enquiries, service history, and follow-up.
Invoice and payment records: retained for the period required by tax and accounting law.
Customer communications: kept for as long as needed to handle service issues or maintain accurate business records.
Claims and incident records: retained for as long as needed to manage the matter and any related legal obligations.

When data is no longer required, it is securely deleted, anonymised, or destroyed in accordance with our retention practices. If you request deletion, we will assess whether we must retain any information for legal or legitimate business reasons.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access to records based on business need.

No system is completely secure, but we take data protection seriously and regularly review our practices to help safeguard the information we hold.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that the data remains protected in line with applicable law. This may include approved contractual protections or transfers to jurisdictions recognised as providing adequate protection.

8. Your Rights

As a data subject, you have rights under data protection law. These rights may be subject to exemptions or limitations in certain circumstances.

Your rights 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 where there is no valid reason to retain it.
Right to restriction: to ask us to limit processing in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
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 can withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can address them promptly.

9. Childrenâ€™s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental to a service arrangement and necessary for operational purposes, such as delivery access instructions provided by an adult customer.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man With A Van West Ham is committed to using personal data responsibly, securely, and only when there is a lawful basis to do so. We collect only the information necessary to provide and manage our services, retain it for appropriate periods, and share it only with trusted processors or where required by law. We respect the rights of every customer and aim to maintain transparency in all our data handling practices.

By using our services, customers in the area acknowledge that their personal data may be processed in accordance with this Privacy Policy.