Privacy Policy

Man with Van Tolworth Privacy Policy

This Privacy Policy explains how Man with Van Tolworth collects, uses, stores, and protects personal data in connection with our moving and transport services. It applies to all customers and potential customers in the Tolworth area and surrounding locations who interact with us, whether by phone, online, or in person.

Man with Van Tolworth acts as the data controller for the personal data described in this Privacy Policy. We process your information in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

Personal Data We Collect

We may collect and process the following categories of personal data when you enquire about or use our services:

Identification and contact details, such as your name, address, service address, contact address, and other relevant location details. Basic contact information, such as your preferred communication method. Booking and service information, such as details of the items to be moved, access information, preferred dates and times, job notes, and any special instructions relating to the service. Transaction and invoicing details, such as amounts charged, payment status, and basic billing references. Communications data, such as records of enquiries, quotes, confirmations, feedback, complaints, or other correspondence we have with you by phone, text, online forms, or other channels. Technical information, where applicable, such as basic device or browser information and general usage data if you visit our website or use online tools.

We do not intentionally collect special categories of personal data, such as health information or data revealing racial or ethnic origin, unless it is strictly necessary for the service and you have chosen to share it with us voluntarily, for example to explain access needs. In such cases, we will limit its use and retention.

How We Use Your Personal Data

We use your personal data only for specific, explicit, and legitimate purposes, including:

To provide our services, including arranging, scheduling, and performing man and van, removals, and related services at the correct address and time and in the manner you have requested. To prepare and issue quotations, estimates, and confirmations based on the information you provide. To manage our relationship with you, including handling enquiries, complaints, feedback, and aftercare. To administer our business operations, such as invoicing, accounting, record-keeping, and responding to legal or regulatory obligations. To improve our services, including using non-identifying information for service analysis and internal reporting.

Lawful Bases for Processing

Under the UK GDPR, we rely on the following lawful bases to process your personal data:

Contract: We process your personal data where it is necessary to enter into, or perform, a contract for services with you, such as when you request a quote or book a job. Legal obligation: We may process your data when we are required to do so by law, for example in connection with tax, accounting, insurance, or legal claims. Legitimate interests: We may process your data for our legitimate business interests, such as managing our operations, maintaining service quality, improving our offerings, and ensuring the security of our systems and vehicles, provided that your rights and interests do not override these interests. Consent: In some limited situations, we may rely on your explicit consent, for example if we wish to send you certain types of optional marketing or if you share sensitive information about your health or access needs. You may withdraw your consent at any time.

Data Retention

We retain your personal data only for as long as it is necessary for the purposes for which it was collected, or as required by law.

Customer and booking records related to completed jobs are generally retained for a period that enables us to meet our legal, tax, and insurance obligations and to handle any queries or disputes arising from the service. Enquiry and quotation records that do not result in a booking may be kept for a shorter period, sufficient for us to respond to follow-up enquiries and manage our business records. Communications relating to complaints, claims, or legal matters may be held for longer where required for the establishment, exercise, or defence of legal claims.

When the relevant retention period expires, or when data is no longer needed, we will securely delete or anonymise your personal data.

Data Processors and Sharing of Information

We may share your personal data with carefully selected third parties who act as data processors on our behalf, meaning they process information only under our instructions and for our purposes. These may include:

IT and hosting providers who store or manage our digital records, including email, booking notes, or other electronic data. Payment processing or invoicing services, if used, to process and record payments and issue receipts. Professional advisers, such as accountants or legal advisers, where access to limited data is required for lawful business purposes.

All processors are required to implement appropriate technical and organisational measures to protect your data and to process it only in accordance with data protection law and our written instructions.

We will only disclose personal data to other third parties where it is required by law, necessary to protect our rights, necessary to protect your vital interests in urgent circumstances, or where you have explicitly requested or consented to the sharing, for example in coordinating access with a building manager or similar third party.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include using standard contractual clauses or relying on an adequacy decision to ensure that your data receives a level of protection essentially equivalent to that under UK data protection law.

Security of Your Personal Data

We take the security of your information seriously and use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. These measures may include controlled access to records, secure storage of physical documents, and safeguards within our digital systems.

While no method of transmission or storage is completely secure, we regularly review our practices and take steps to protect your data proportionately to the risks involved.

Your Data Protection Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain legal conditions and limitations. These include:

The right of access: You can request confirmation of whether we process your personal data and ask for a copy of that data. The right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you. The right to erasure: You can request that we delete your personal data where there is no longer a valid reason for us to keep it, subject to legal or contractual obligations. The right to restriction: You can ask us to restrict the processing of your data in certain circumstances, for example while we verify its accuracy or assess an objection you have raised. The right to object: You may object to processing based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or unless the processing is required for legal claims. The right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used format so that you can transfer it to another controller, where technically feasible. The right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You are also entitled to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed.

Children

Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children. If we become aware that we have collected such data inadvertently, we will take steps to delete it where appropriate.

Applicability of This Policy

This Privacy Policy applies to all Man with Van Tolworth customers, potential customers, and service users in the Tolworth area and any nearby locations where we provide services. By requesting a quote, making a booking, or otherwise engaging with us, you acknowledge that you have been made aware of the practices described in this policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal requirements. Any substantial changes will apply from the date they are published in the most recent version of this policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.