Privacy Policy - Man With Van Wimbledon

This Privacy Policy explains how Man With Van Wimbledon collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Wimbledon customers in the Wimbledon area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with us as a customer or prospective customer.

1. Who We Are

For the purposes of data protection law, Man With Van Wimbledon acts as the data controller for the personal data we collect and use in the course of providing our moving and transport services. This means we determine the purposes and means of processing personal data that relate to our customers, suppliers, and website or service enquiries where applicable.

We are committed to handling personal data in a lawful, fair, and transparent manner, and to complying with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

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

Identity details such as name and title.
Contact information such as address, telephone number, and email address.
Service information such as collection and delivery addresses, move dates, access instructions, property details, and items to be moved.
Payment information such as billing details and records of payments made.
Communication records such as enquiries, quotes, confirmations, complaints, and correspondence.
Technical information where relevant, such as IP address and basic usage data if you interact with digital services we use.
Special category data only where absolutely necessary and only if you voluntarily provide it, for example information that may reveal health or access needs relevant to a move.

We aim to collect only the information that is necessary for the service requested. Where possible, we encourage customers to avoid sharing unnecessary sensitive information.

3. How We Collect Personal Data

We may collect data directly from you when you:

request a quote;
make a booking;
communicate with us by phone, email, message, or in writing;
provide information during the service process;
submit a complaint, claim, or feedback.

We may also receive data from third parties where necessary to carry out the service, such as a property manager, estate agent, or another person arranging the move on your behalf.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, this may include:

Contract – processing is necessary to provide a quote, arrange, and perform the moving service you requested.
Legal obligation – processing is necessary to comply with tax, accounting, insurance, or other legal requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing enquiries, improving services, preventing fraud, and maintaining accurate records, provided those interests do not override your rights and freedoms.
Consent – where required by law, we will rely on your consent, for example when processing certain optional or sensitive information that you choose to provide.

If we rely on consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan and deliver moving services;
to contact you about schedules, access, or service changes;
to process payments and issue invoices or receipts;
to maintain service records and handle after-service queries;
to manage complaints, disputes, and insurance matters;
to meet legal and regulatory obligations;
to improve operational efficiency and service quality.

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.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason it is held.

Customer and booking records are usually retained for a reasonable period after completion of the service to manage queries, claims, and record-keeping.
Financial and tax records are retained for the period required by law.
Complaint or dispute records may be retained longer where necessary to resolve the matter or defend legal claims.
Unused enquiry information is kept only as long as needed to follow up on the request or manage our business records.

When data is no longer required, it is securely deleted or anonymised where appropriate.

7. Processors and Third Parties

We may share personal data with trusted third parties that support our business operations. These parties act as processors or independent controllers depending on the service they provide. We only share the minimum data necessary and require appropriate data protection safeguards.

Examples of processors may include:

payment service providers;
accounting and bookkeeping services;
IT and data storage providers;
customer communication and administration tools;
insurance or claims handling providers where relevant;
professional advisers such as legal or tax advisers.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. Where a third party processes data on our behalf, they are required to handle it securely, use it only for the specified purpose, and comply with data protection obligations.

8. International Transfers

Where any service provider stores or accesses personal data outside the UK, we will take appropriate steps to ensure that the data remains protected to standards consistent with UK GDPR requirements. This may include the use of approved contractual safeguards or reliance on adequate protection arrangements.

9. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to those who need the information to perform their duties.

However, no method of transmission or storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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 – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to restrict the use of your data in certain situations.
Right to object – you can object to processing based on legitimate interests.
Right to data portability – you can ask for certain data to be provided to you or another controller in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

11. Cookies and Similar Technologies

If we use digital services that place cookies or similar technologies, these may be used to support basic functionality, understand usage, or improve performance. Where required, we will provide appropriate notice and obtain consent before using non-essential cookies.

12. Children’s Data

Our services are intended for adult customers and business users arranging moving services. We do not knowingly collect personal data from children except where it is unavoidably provided as part of a household service arrangement and only to the extent necessary for that purpose.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

14. Summary of Our Commitment

Man With Van Wimbledon is committed to processing personal data responsibly, securely, and in a way that respects your privacy. We collect only what we need, use it only for legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. Your rights matter, and we aim to support them at every stage of our customer relationship.