Privacy Policy - Man With A Van Parsons Green

This Privacy Policy explains how Man With A Van Parsons Green collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Parsons Green customers in the area, including individuals, households, and business clients who request moving, delivery, loading, unloading, packing, or related transport services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What personal data we collect

We only collect personal data that is necessary for providing our services, managing customer relationships, meeting legal duties, and improving service quality. Depending on how you interact with us, we may collect:

Identity data such as your name, title, and business name if applicable.
Contact data such as address details, phone number, and email address.
Service information such as booking details, moving dates, property access notes, inventory summaries, and service preferences.
Payment data such as payment confirmation, billing details, and transaction references. We do not store unnecessary card details where secure payment providers are used.
Communication records such as enquiries, complaints, feedback, and correspondence.
Technical data that may be collected when you use our digital services, including device type, browser information, IP address, and basic usage analytics.
Operational data such as photographs taken for damage documentation, delivery confirmation, or service verification where appropriate.

We do not intentionally collect special category data, such as health information, unless it is strictly necessary and you have provided explicit consent or another lawful condition applies. Please avoid sharing sensitive information unless required for the service.

2. How we collect your data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate by phone, email, or written message;
provide delivery or access instructions;
submit feedback or a complaint;
make or receive a payment;
use any online form or service channel we provide.

We may also receive data from third parties where necessary, such as estate agents, landlords, property managers, business clients, or payment processors acting on your behalf. In some cases, data may be created by our team during the course of providing the service, for example service notes, route planning records, or proof of completion.

3. Lawful basis for processing

We only process personal data where a lawful basis under UK GDPR applies. Our main lawful bases are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes quoting, booking, carrying out the move, issuing invoices, and resolving service issues.

Legal obligation

We may process information to comply with legal and regulatory requirements, including tax, accounting, insurance, fraud prevention, and record-keeping obligations.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate interests and where those interests are not overridden by your rights. This may include service administration, responding to enquiries, business improvement, internal quality control, and protecting our operations against misuse or fraud.

Consent

Where required, we rely on your consent, for example if we need permission to use certain optional data or to send specific marketing communications. You can withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

Vital interests and public task

These bases are unlikely to apply in ordinary customer service, but may be used in exceptional circumstances where necessary to protect life or comply with a public duty.

4. How we use personal data

We use personal data to:

provide quotes and manage bookings;
plan and deliver moving or transport services;
communicate service updates and confirmations;
take payment and issue records;
handle complaints, claims, and support requests;
meet legal, tax, and insurance obligations;
protect our business, staff, customers, and property;
improve service quality and operational efficiency.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

5. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and for any longer period required by law. Retention periods depend on the type of information and the reason it was processed.

Booking and service records are generally retained for a period necessary to manage the relationship, address disputes, and support service history.
Financial and accounting records are retained for the period required by tax and accounting laws.
Complaint, claim, and incident records may be retained for a longer period where needed to defend legal claims or resolve ongoing issues.
Marketing preferences are retained until you withdraw consent or object to processing.
Technical and security logs are kept for a limited period for monitoring, troubleshooting, and security purposes.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. We apply data minimisation so that we do not keep information simply because it may be useful in the future.

6. Processors and data sharing

We may share personal data with trusted third parties that act as data processors or, in some cases, independent controllers. These parties are used only where necessary and are required to protect your data appropriately.

Examples of processors may include:

payment service providers that handle secure transactions;
accounting and bookkeeping providers;
IT support, cloud storage, and system hosting providers;
communications tools used for email, messaging, or booking management;
professional advisers such as insurers, legal advisers, or auditors;
subcontracted movers or logistics partners assisting with delivery of services.

Where processors are used, they only process personal data on our instructions and are expected to maintain appropriate security, confidentiality, and legal compliance. We do not sell personal data. If data is shared with an independent controller, such as a public authority or insurer, that party will be responsible for its own handling of the data.

7. International transfers

If any service provider processes data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. These safeguards are intended to keep your personal data secure and protected to a standard consistent with UK data protection law.

8. Security of your data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, data minimisation, and supplier due diligence. While no system is completely secure, we work to reduce risk and respond promptly to suspected incidents.

9. Your rights

You have important rights in relation to your personal data. Subject to legal limitations, these include:

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 ask for deletion of your data in certain circumstances.
Right to restrict processing – to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to make a complaint to the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

10. Children’s data

Our services are generally intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a household service and is provided by an adult customer. If we become aware that we have collected data from a child without a valid basis, we will take appropriate steps to delete or protect it.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how their data is handled.

12. Summary of our commitment

Man With A Van Parsons Green is committed to treating personal data with care, respect, and transparency. We collect only what we need, use it for clear and lawful purposes, retain it for appropriate periods, and work with trusted processors under controlled conditions. We also recognise and support your rights under data protection law. This policy applies to all customers in the Parsons Green area who use our services.

By using our services, you acknowledge that you have read and understood this Privacy Policy. Where consent is needed, we will ask for it clearly and separately. Where legitimate interests or contractual necessity apply, we will only process personal data to the extent required to deliver a reliable and lawful service.