Privacy Policy - Man With A Van Mitcham

This Privacy Policy explains how Man With A Van Mitcham collects, uses, stores, and protects personal data when providing removals, transportation, and related services. It applies to all Man With A Van Mitcham customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who interacts with our services, including:

Customers requesting quotes or making bookings;
People receiving removals or delivery services;
Individuals whose data is provided to arrange access, collection, or delivery;
Suppliers, subcontractors, and professional representatives where relevant.

By using our services, you acknowledge that personal data may be processed for the purposes described below. We only collect data that is necessary for the operation and delivery of our services.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity and contact information

Name;
Address;
Phone number;
Email address;
Business name or trading name, where applicable.

Service and transaction data

Collection and delivery addresses;
Booking details and service preferences;
Inventory or item descriptions;
Access instructions, parking notes, and timing details;
Payment and invoicing records;
Customer communications and complaint records.

Technical and usage data

Basic website or digital enquiry information, where applicable;
Device and browser details;
IP address and similar technical identifiers;
Cookies or similar technologies, where used and permitted.

Special categories of data

We do not normally seek to collect special category data. However, such information may be disclosed to us incidentally by customers, for example where access needs or personal circumstances are relevant to a move. Where this happens, we will only process such information when strictly necessary and with appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and confirm bookings;
To plan and carry out removals, deliveries, and related services;
To communicate with customers about scheduling, access, or service updates;
To process payments and issue invoices;
To maintain records of completed work;
To deal with enquiries, feedback, and complaints;
To meet legal, regulatory, tax, and insurance obligations;
To prevent fraud, misuse, or unlawful activity;
To improve service quality and operational efficiency.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or another lawful reason applies.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, taking payment, and responding to requests connected with the service.

Legal obligation

We may process personal data to comply with legal requirements, including accounting, tax, insurance, record-keeping, and lawful disclosure requests.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing operations, maintaining service quality, preventing fraud, and handling service disputes.

Consent

In limited situations, we may rely on consent, such as for certain optional communications or specific processing activities where consent is the appropriate basis. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data only where necessary and with appropriate protections in place. This may include the following categories of processors and third parties:

Payment processors to handle transactions securely;
IT and cloud service providers that support data storage, communication, or business systems;
Accounting and bookkeeping providers for financial record management;
Insurance providers in the event of a claim or policy requirement;
Subcontractors or drivers engaged to complete services;
Professional advisers such as legal or tax advisers;
Public authorities where disclosure is required by law.

All processors acting on our behalf are required to process personal data only on our instructions, keep it secure, and use it only for the purposes we specify. We do not sell personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of record and the reason for processing.

Typical retention approach

Booking and service records: kept for as long as needed to manage the service and deal with follow-up issues;
Financial and tax records: retained for the period required by applicable law;
Correspondence and complaints: retained for a reasonable period to evidence service history and resolve disputes;
Technical data: retained for a limited time unless needed for security or legal reasons.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of safely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure storage, staff confidentiality obligations, and careful vetting of processors. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. International Transfers

Where any service provider processes data outside the UK, we will ensure that appropriate safeguards are in place in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

9. Your Rights

Under UK data protection law, you may have the following rights in relation to your personal data:

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 processing in certain situations;
Right to data portability - to request transfer of data you provided, 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;
Right to complain - to raise concerns with the relevant supervisory authority if you believe your data has been mishandled.

Some rights are subject to legal limitations and may not apply in every case. We will respond to valid requests in line with applicable law.

10. Cookies and Similar Technologies

If we use cookies or similar technologies, they may be used to support site functionality, understand usage patterns, and improve user experience. Where consent is required, we will request it before placing non-essential cookies. You can manage cookie preferences through your browser settings or any available cookie controls.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational needs. The most current version will apply to all customers using Man With A Van Mitcham services in the area. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

12. Summary of Our Commitment

Man With A Van Mitcham is committed to processing personal data lawfully, securely, and transparently. We collect only what is needed, use it for clear business and legal purposes, and keep it only for as long as necessary. We also work with trusted processors under strict controls and respect your data protection rights.

Your privacy matters to us, and we will always handle personal information with care and responsibility.

This policy applies to all Man With A Van Mitcham customers in area.