Privacy Policy - Man With Van Woolwich

This Privacy Policy explains how Man With Van Woolwich collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Woolwich customers in the area, including anyone who requests a quote, books a service, receives a delivery, or otherwise interacts with our business.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take privacy seriously and aim to collect only the information we need in order to deliver services safely and efficiently.

1. Who We Are

Man With Van Woolwich provides removal and transport services for domestic and business customers. In the course of operating these services, we act as a data controller for the personal data we decide to collect and use. This means we determine the purposes and means of processing your information.

Where we work with third parties who process data on our behalf, those parties act as data processors or, in some cases, independent controllers depending on the service they provide.

2. Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as address, email address, and telephone number.
Service details such as moving date, pickup and delivery addresses, property access notes, item lists, and service preferences.
Billing and payment data such as invoice details, payment confirmation, and transaction records.
Communication data such as messages, enquiries, complaints, and customer support correspondence.
Usage and technical data where applicable, such as device or browser information if you interact with digital forms or communications we provide.
Special instructions you may give us relating to fragile items, access requirements, timing constraints, or other service-related needs.

We generally do not seek to collect special category data unless it is strictly necessary and you voluntarily provide it. If such data is ever required, we will ensure that an appropriate lawful basis applies and that additional safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide moving, transport, and related services.
To prepare quotations, confirm bookings, and manage service arrangements.
To communicate with customers about schedules, access, pricing, and service updates.
To process payments, issue invoices, and maintain accounting records.
To handle enquiries, feedback, claims, and complaints.
To meet legal, tax, insurance, and regulatory obligations.
To improve service quality, safety, planning, and operational efficiency.

We only use personal data for the purpose for which it was collected unless we reasonably consider that another compatible purpose applies or we are required by law to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Man With Van Woolwich relies on the following legal grounds:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging collections and deliveries, and carrying out the service you requested.

Legal Obligation

We may process data where it is necessary to comply with legal obligations, including tax, accounting, insurance, dispute handling, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, keeping records, improving services, and maintaining customer communications.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information for a specific optional purpose. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations.

Retention periods may vary depending on the type of information:

Quotation and booking records may be retained for a reasonable period after completion of the service in case of follow-up queries or disputes.
Financial and invoice records are usually kept for the period required by tax and accounting law.
Customer communications may be retained for as long as needed to resolve service matters or demonstrate compliance.
Claims or complaint records may be retained longer where necessary for insurance or legal purposes.

When personal data is no longer required, we take steps to securely delete, destroy, or anonymise it. We do not keep data longer than necessary.

6. Data Sharing and Processors

We may share personal data only where necessary and in a controlled manner. This may include sharing with:

Payment service providers who assist with processing transactions.
Accounting or bookkeeping providers who help manage financial records.
IT and hosting providers who store or secure business systems.
Insurance providers where a claim, incident, or liability matter requires review.
Professional advisers such as legal or tax advisers where necessary.
Subcontractors or operational partners involved in delivering a service you requested.

Where third parties process personal data on our behalf, they are required to act only on our instructions, use the data securely, and comply with applicable data protection law. We take reasonable steps to ensure that processors offer sufficient guarantees regarding confidentiality, security, and lawful processing.

We do not sell personal data. We do not share it for unrelated marketing purposes unless you have clearly agreed or the law allows it.

7. International Transfers

In some cases, data may be stored or processed using systems operated outside the United Kingdom. If this occurs, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your data secure and compliant with UK GDPR.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While no system can be guaranteed completely secure, we work to protect information to a standard that is proportionate to the risk and nature of the data involved. Security and confidentiality are central to how we operate.

9. Your Rights

As a data subject under UK GDPR, you have several important rights. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete personal data.
Erase your personal data in certain circumstances.
Restrict how we process your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you have provided to us where the law applies.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

10. Children’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 request made by an adult customer and only where necessary for completing the booking or delivery.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service practices. Any updated 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 data is handled.

12. Summary of Our Commitment

Man With Van Woolwich is committed to handling personal data lawfully, transparently, and securely. We collect only the information needed to provide reliable services, rely on clear lawful bases for processing, retain records for no longer than necessary, use trusted processors where appropriate, and respect your rights under data protection law. This policy applies to all Man With Van Woolwich customers in area.