Privacy Policy - Man With Van Homerton

This Privacy Policy explains how Man With Van Homerton collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related transport services. It applies to all Man With Van Homerton customers in the area, including individuals who enquire about services, request quotations, make bookings, receive services, or otherwise interact with us in connection with a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We understand that customers trust us with personal information during what can be a stressful time, and we take that responsibility seriously.

1. Who We Are

For the purpose of data protection law, Man With Van Homerton is the data controller for the personal data described in this policy. This means we determine the purposes and means of processing personal data in connection with our services. We only process data that is relevant and necessary for the provision and administration of our services.

2. Personal Data We Collect

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

Identity data: name, title, and any account or booking reference details.
Contact data: address, email address, telephone number, and communication preferences.
Service data: details about the move or delivery, including pickup and drop-off locations, property access information, inventory details, dates, times, and service instructions.
Billing and payment data: invoicing details, payment records, and transaction information.
Correspondence data: messages, notes from calls, complaints, feedback, and records of enquiries.
Technical data: limited information such as IP address, browser type, device information, and basic website usage data if you interact with our online services.
Special category data: we do not normally request or require special category data. If such data is incidentally shared with us, for example in relation to accessibility needs, we will handle it carefully and only where lawful to do so.

We generally collect personal data directly from you when you request a quotation, make a booking, communicate with us, or use our services. In some cases, we may receive information from third parties such as landlords, letting agents, business clients, or payment providers where this is necessary to complete the service.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan, carry out, and complete moving and transport services;
to communicate with you about your service requirements;
to issue invoices, process payments, and manage accounts;
to respond to questions, complaints, and service issues;
to maintain internal records and service history;
to improve our services, operations, and customer experience;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, customers, and staff from fraud, misuse, or security risks.

We only process personal data where there is a valid lawful basis under UK GDPR. We do not use personal data for unrelated purposes unless we have a legal right to do so and you have been informed where required.

4. Lawful Basis for Processing

Under data protection law, we rely on one or more of the following lawful bases:

Performance of a contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, organising moves, delivering services, and taking payment.

Legal obligation

We may process and retain certain information where required to comply with tax laws, accounting rules, insurance requirements, health and safety obligations, or other legal duties.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where these interests are not overridden by your rights and freedoms. Examples include maintaining secure records, preventing fraud, handling customer service queries, and improving business operations.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

5. Sharing Your Personal Data and Processors

We may share personal data with trusted third parties who act as processors on our behalf or with independent controllers where necessary. These may include:

payment service providers;
accountants and professional advisers;
IT, cloud storage, and software providers;
customer communication tools and booking systems;
legal, insurance, or dispute resolution advisers;
subcontractors or partner operators involved in delivering the service;
regulatory authorities, law enforcement, or courts where required by law.

Where a third party acts as a processor, they may only process personal data in accordance with our instructions and are required to implement appropriate security measures. We seek to ensure that all processors handle data in compliance with data protection law and that adequate contractual safeguards are in place.

We do not sell your personal data. We do not share personal data for unrelated commercial purposes without a lawful basis.

6. International Transfers

In some cases, data may be stored or processed using systems located outside the UK. If this occurs, we take appropriate steps to ensure your personal data remains protected, including using lawful transfer mechanisms and suitable safeguards where required.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, reporting, and insurance obligations. Retention periods may vary depending on the type of data and the context in which it was collected.

Quotation and enquiry data: retained for a limited period to manage records and follow up on service requests.
Booking and service records: retained for the duration needed to deliver the service and resolve any post-service issues.
Financial records: retained for the period required by tax and accounting law.
Complaint and dispute records: retained for as long as necessary to handle the matter and defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep data indefinitely.

8. Security of Your Data

We use reasonable technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure systems, staff confidentiality obligations, and appropriate data handling procedures. While no system can be guaranteed to be completely secure, we work to reduce risk and act promptly if a data incident occurs.

9. Your Rights

As a data subject, you have a number of rights under UK GDPR. These include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: in certain circumstances, you may ask us to delete your data.
Right to restriction: you may request that we limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you may request a copy of your data in a structured, commonly used format.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. However, we encourage you to raise any concerns with us first so that we can try to resolve them directly.

10. Automated Decision-Making

We do not normally use automated decision-making or profiling in a way that produces legal or similarly significant effects. If this changes, we will provide clear information about how such processing works and your rights in relation to it.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a family move or another lawful service arrangement. Where children’s data is incidentally involved, we handle it with particular care and only where appropriate and lawful.

12. Changes to This Policy

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

By using Man With Van Homerton services, you acknowledge that you have read and understood this Privacy Policy. We aim to process personal data responsibly, transparently, and in a manner consistent with our obligations under data protection law.