Privacy Policy - Man With Van Tolworth

This Privacy Policy explains how Man With Van Tolworth collects, uses, stores, shares, and protects personal data when providing services to customers in Tolworth and the surrounding area. It applies to all Man With Van Tolworth customers in area, including individuals and businesses who enquire about, book, or receive removal and van services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Tolworth is a service provider offering moving, transport, and related logistics services. In the context of data protection law, we act as a data controller for the personal data we collect and use in connection with our business operations. This means we determine why and how your personal data is processed. In some situations, we may also act as a data processor where we handle data on behalf of another organisation, but this policy primarily describes our role as controller for our own customer data.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on your interaction with us, this may include:

Identity information such as your name and, where relevant, business name.
Contact information such as address details, email address, and telephone number.
Service information including move dates, collection and delivery addresses, item descriptions, and access details.
Payment information such as billing details and transaction records.
Communication records including enquiries, quotes, service updates, complaints, and feedback.
Technical data such as limited information collected through website forms or email interactions, where applicable.
Special category data only where strictly necessary and where you have provided it voluntarily, for example if a specific access or assistance requirement reveals health-related information. We avoid collecting this unless essential.

We do not intentionally collect more information than is needed. If you choose to provide additional details, we will only use them for the purpose for which they were shared.

3. How We Use Personal Data

We use personal data to deliver and manage our services effectively. Typical purposes include:

Providing quotations and responding to enquiries.
Planning, scheduling, and carrying out removal or transport services.
Managing payments, invoices, refunds, and record-keeping.
Communicating with customers about bookings, timings, and service arrangements.
Handling complaints, claims, and customer support matters.
Maintaining business records and complying with legal obligations.
Improving our services, operations, and customer experience.

We process personal data in a way that is relevant, adequate, and limited to what is necessary for these purposes.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the context, we may rely on one or more of the following:

Performance of a Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, carrying out moves, and issuing invoices.

Legal Obligation

We may process data when needed to comply with legal or regulatory requirements, including tax, accounting, and record-keeping obligations.

Legitimate Interests

We may process certain data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving our services, preventing fraud, keeping internal records, and managing business administration. We ensure any such processing is proportionate and carefully considered.

Consent

Where required by law, we rely on your consent. For example, if we need to process optional sensitive information beyond what is strictly necessary, we will seek your clear permission first. You may withdraw consent at any time.

5. Sharing Data and Processors

We may share personal data with trusted third parties who assist us in delivering services or running our business. These third parties act as processors or independent controllers depending on their role. We only share data where necessary and ensure appropriate safeguards are in place.

Examples of processors and service providers may include:

Payment service providers who handle card or electronic payments securely.
Accounting and bookkeeping providers who support financial administration.
IT and cloud storage providers who help store and protect business records.
Communication tools used for email or messaging related to customer service.
Subcontracted operational partners where necessary to fulfil a booking or service request.

Where we use processors, we require them to act only on our instructions, to maintain confidentiality, and to implement appropriate security measures. We do not sell your personal data.

We may also disclose data where required by law, to respond to lawful requests, or to protect our rights, property, customers, or staff.

6. Retention of Personal Data

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

Customer and booking records may be kept for a reasonable period after service completion to manage queries, disputes, or claims.
Financial and tax records are retained for the period required by law.
Correspondence and support communications are kept as long as needed for business administration and evidence of service interactions.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. We apply the principle of storage limitation by ensuring data is not retained indefinitely without justification.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures are designed to reflect the nature and sensitivity of the information we process. Access to personal data is limited to those who need it for legitimate business purposes and are subject to confidentiality obligations.

8. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. These rights may apply subject to legal conditions and exemptions:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your data.
Right to restrict processing – you may ask us to limit how we use your data.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate legal safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protection measures recognised under applicable law. We will only make such transfers where necessary and lawful.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is necessary and lawful in connection with a booking or household service arrangement provided by an adult customer. If we become aware that we have inadvertently collected a child’s data without an appropriate lawful basis, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updates will take effect when published or otherwise communicated appropriately. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Tolworth is committed to processing personal data responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and respect your rights under data protection law. This policy applies to all Man With Van Tolworth customers in area and reflects our commitment to lawful and fair data handling in every service we provide.