Privacy Policy - Man And Van Wallington

This Privacy Policy explains how Man And Van Wallington collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man And Van Wallington customers in the area, including individuals, households, and businesses that use our moving, delivery, transport, and related services. We are committed to handling personal information in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Wallington provides local transport and moving services. In the context of data protection law, we act as the data controller for personal data we collect and use to manage enquiries, bookings, service delivery, payment processing, customer communication, and related administrative tasks. This means we decide why and how personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Identity details such as name and title
Contact details such as telephone number and email address
Address details including pickup, delivery, billing, and service location information
Service details such as booking dates, move size, item descriptions, access notes, and special handling requirements
Payment information necessary to process invoices, receipts, and refunds
Communication records including messages, calls, complaints, and service updates
Technical data such as basic website or device information if you contact us through digital channels

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, for example where such information is relevant to access needs, vulnerable customer support, or specific service arrangements. If this occurs, it will be handled with additional care and only where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To confirm bookings and manage scheduling
To carry out moving, transport, and related services
To communicate about service changes, delays, or completion details
To process payments, invoices, and refunds
To keep records for accounting, tax, and legal compliance
To handle complaints, disputes, and customer support issues
To improve our operations, service quality, and customer experience
To detect and prevent fraud, misuse, or security incidents

We will only use your data for the purposes stated above or for purposes that are compatible with them. We do not sell personal data.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Man And Van Wallington relies on the following lawful bases:

Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, delivering services, and handling payment-related administration.

Legal Obligation

We process certain information where required to comply with legal duties, such as accounting records, tax obligations, insurance requirements, and other regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining business records, improving services, managing enquiries, preventing fraud, and resolving disputes. When we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent. For example, consent may be used for optional communications or specific processing activities where no other lawful basis is appropriate. You may withdraw consent at any time, and this will not affect the lawfulness of processing before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in operating our business. These parties act as processors when they process data on our instructions. We require all processors to handle data securely, use it only for specified purposes, and comply with data protection law.

Examples of processors or service providers may include:

Payment providers for handling transactions
Accounting and bookkeeping providers for financial record management
IT and cloud storage providers for secure data hosting and communication tools
Administrative support services for booking and scheduling tasks
Insurance or legal advisers where required to manage claims or compliance matters

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, customers, staff, or property. Where third parties act as independent controllers, their own privacy notices will apply to their use of your data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK data protection law. We aim to keep your personal data within the UK or comparable protection environments wherever possible.

7. Data Retention

We keep 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 information and the reason for holding it.

Enquiry data may be kept for a limited period if no booking follows, to allow follow-up and record keeping
Booking and service records may be retained for the duration of the service relationship and a reasonable period afterwards
Financial records are typically retained for the period required by tax and accounting law
Complaint or dispute records may be kept longer where necessary to defend legal claims or resolve issues

When data is no longer needed, we will securely delete it, anonymise it, or archive it where appropriate. Retention is based on necessity, not convenience.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and review of third-party security practices. While no method of transmission or storage is completely risk-free, we work to reduce risks to an acceptable level.

9. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to certain legal conditions and exceptions, you may have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your data in certain circumstances
Restrict the processing of your data in certain circumstances
Object to processing based on legitimate interests
Data portability for data you provided to us in a structured, commonly used format where applicable
Withdraw consent where processing is based on consent

You also have the right to be informed about how your data is used and to raise concerns about compliance. We may need to verify your identity before responding to a request in order to protect your data.

10. Automated Decision-Making

Man And Van Wallington does not normally use fully automated decision-making that produces legal or similarly significant effects. If this ever changes, we will update this policy and provide the information required by law, including details of the logic involved and the rights available to you.

11. Children’s Data

Our services are generally aimed at adults arranging transport or moving services. We do not knowingly collect personal data from children unless it is incidental to the service and necessary for safe or appropriate delivery. If we become aware that we have collected data from a child without a valid basis, we will take steps to delete or protect it as required.

12. 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 revised version will apply from the date it is published or otherwise communicated. We encourage customers in the Wallington area to review this policy periodically to stay informed about how personal data is protected.

13. Summary of Our Commitment

Man And Van Wallington is committed to processing personal data responsibly, lawfully, and transparently. We collect only the information needed to provide services, we rely on appropriate lawful bases, and we retain data only for as long as necessary. We use processors carefully, safeguard the information we hold, and respect your rights under UK GDPR. This policy applies to all Man And Van Wallington customers in the area and is intended to ensure that your personal data is handled with care and respect.