Privacy Policy - Man With Van Fulham

This Privacy Policy explains how Man With Van Fulham collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Man With Van Fulham customers in the Fulham area, including individuals, households, and business clients who use our removal, transport, and related moving 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. This policy is written to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

1. Data We Collect

We only collect personal data that is necessary for providing and managing our services, improving our operations, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity data: name, title, and details needed to identify you as a customer or contact.
Contact data: address, email address, phone number, and moving location information.
Service data: details about the move, property access, item inventory, preferred dates, and special instructions.
Billing and payment data: invoice details, payment records, and transaction information.
Communication data: messages, enquiries, complaints, and correspondence relating to bookings or service issues.
Technical data: limited information such as device or browser information if you contact us through digital channels.
Usage and operational data: notes required to deliver services safely and efficiently, including parking restrictions, lift access, and loading arrangements.

We do not intentionally collect special category data unless it is strictly necessary and you provide it to us for a specific reason. If such information is shared, we will process it only where a lawful basis applies and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for clear and limited purposes connected to our services. These include:

arranging and delivering removals and man with van services;
confirming bookings and service details;
providing quotations and invoices;
communicating about schedules, access, and service updates;
handling customer support, complaints, and service follow-up;
maintaining accurate business and financial records;
meeting legal, tax, insurance, and regulatory obligations;
preventing fraud, misuse, or misuse of our services;
improving service quality, planning, and operational efficiency.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a valid lawful basis and, where required, inform you in advance.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing bookings, providing quotes, carrying out the move, and issuing invoices.

Legal Obligation

We may need to process and retain information to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes service management, customer support, fraud prevention, and internal administration.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information that is not required for the service. You may withdraw consent at any time where we rely on it.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, independent controllers. We only share the information necessary for the specific purpose and require appropriate contractual and security safeguards.

Processors may include:

Payment service providers: to process transactions securely.
Accounting and bookkeeping providers: to manage financial records and tax compliance.
IT and cloud service providers: to store, secure, and maintain business systems.
Communication and scheduling tools: to manage bookings and service correspondence.
Insurance and legal advisers: where needed for claims handling, compliance, or dispute resolution.
Subcontracted drivers or moving personnel: where necessary to complete the service you requested.

We may also disclose personal data where required by law, court order, or lawful request from public authorities. We do not sell personal data.

5. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure that suitable safeguards are used. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms designed to protect your personal information.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of record and the reason it is held.

Booking and service records: kept for a reasonable period to manage the service, respond to queries, and resolve disputes.
Financial and tax records: retained for the period required by UK accounting and tax law.
Correspondence and complaints: stored for as long as needed to deal with the matter and support business records.
Consent-based information: kept until consent is withdrawn or the information is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. Access to personal information is limited to personnel or service providers who need it to perform their duties.

Although we take reasonable steps to safeguard information, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continually review our practices to help reduce risk.

8. Your Rights

As a data subject under GDPR, you have important rights over your personal data. Subject to legal conditions and exemptions, these rights may 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 information.
Right to erasure: in certain situations, you may request deletion of your personal data.
Right to restriction: you may ask us to limit how we use your data in specific circumstances.
Right to data portability: you may request that certain data be provided in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal timeframes. We may need to verify your identity before acting on a request to protect your privacy.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes in the future, we will update this policy and provide any required information about the logic involved and your associated rights.

10. 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 published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

Man With Van Fulham respects your privacy and is committed to using personal data responsibly, securely, and only where there is a lawful reason to do so. We collect only what is necessary, retain it for no longer than needed, and protect it with appropriate safeguards. This policy applies to all customers in the Fulham area who use our services, and it is designed to ensure transparency, fairness, and compliance with applicable data protection law.

Your privacy matters to us, and we aim to handle every personal data request carefully, lawfully, and with respect.