Privacy Policy - Man With A Van Greenwich

This Privacy Policy explains how Man With A Van Greenwich collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Greenwich customers in the Greenwich area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with our business. We are committed to handling personal data in a fair, lawful, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Greenwich is a removals and transport service provider operating for customers in Greenwich and surrounding areas. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services.

This means we decide how and why your personal data is processed, and we are responsible for ensuring it is used responsibly and only where we have a valid legal basis.

2. Information We Collect

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

Identity details: name, title, and, where relevant, business name.
Contact details: phone number, email address, and service address.
Booking and service information: moving dates, collection and delivery locations, items to be moved, access details, and special handling instructions.
Payment and billing information: invoice details, payment confirmation, and transaction records. We do not store full card details unless this is necessary for processing through a secure payment system.
Communication records: emails, messages, call notes, and any feedback or complaints you provide.
Technical and usage data: limited information such as device type, browser type, and website interaction data, where applicable and if collected through standard website tools.
Special instructions or sensitive information: only where you choose to provide it and where it is necessary to deliver the service safely and effectively.

We aim to collect only the personal data that is necessary for the purposes set out in this policy. We do not intentionally collect unnecessary or excessive information.

3. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotes and respond to enquiries;
to manage bookings and deliver moving or transport services;
to plan routes, schedules, staffing, and vehicle use;
to communicate with you before, during, and after a service;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and service follow-up;
to comply with legal and regulatory obligations;
to maintain business records and improve our services;
to protect against fraud, misuse, or unlawful activity.

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

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the situation, Man With A Van Greenwich relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and completing related services.

Legal obligation

We may process data where required to comply with legal duties, such as tax, accounting, insurance, or other regulatory requirements.

Legitimate interests

We may process data where it is in our legitimate business interests and these interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving operations, preventing fraud, and keeping accurate business records.

Consent

In certain situations, we may rely on your consent, for example where you voluntarily agree to receive optional communications or where sensitive information is provided for a specific purpose. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act either as processors or, in some cases, independent controllers.

Examples of processors may include:

Payment service providers who handle secure payment processing;
Accounting and bookkeeping providers who assist with invoicing, tax records, and financial administration;
IT and cloud service providers who host data, store records, or support communication systems;
Customer management or booking tools used to organise enquiries and service schedules;
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We only share data with processors that provide appropriate safeguards and process data under our instructions. These processors are required to protect your information and may not use it for their own purposes.

We may also disclose data if required by law, by court order, or to protect the rights, property, or safety of our business, customers, or others.

6. International Transfers

Where any of our service providers process personal data outside the UK, we take steps to ensure appropriate protections are in place. This may include the use of standard contractual clauses or other safeguards approved under data protection law.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of record and the reason it is held.

Booking and service records: kept for a reasonable period to manage the service relationship and any follow-up issues.
Financial records: retained for the period required by tax and accounting law.
Communication records: kept as long as needed to address enquiries, complaints, or legal matters.
Marketing or consent-based data: retained until you withdraw consent or object, where applicable.

When personal data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and appropriate provider safeguards.

While we strive to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs that poses a risk to your rights and freedoms, we will take appropriate action in line with legal obligations.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit processing 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.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. We will respond to valid requests within the time limits required by law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in the context of a service arrangement and provided by an appropriate adult. If we become aware that we have collected such data without a valid reason, 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 services, legal requirements, or data handling practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we process personal data.

12. How We Apply This Policy

This Privacy Policy applies to all customers of Man With A Van Greenwich in the Greenwich area, including anyone who makes an enquiry, requests a quote, books a service, or receives goods movement or related support from us. By using our services, you acknowledge that your personal data may be processed as described in this policy and in accordance with applicable law.

We are committed to respecting your privacy and ensuring your information is handled securely, fairly, and lawfully.