Privacy Policy - Man With Van Mitcham

Man With Van Mitcham is committed to protecting the privacy and personal data of all customers in the Mitcham area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, transport, delivery, packing, and related services. It applies to all Man With Van Mitcham customers in area, including individuals, households, businesses, and anyone who makes an enquiry, receives a quote, books a service, or otherwise interacts with us.

This policy is written to comply with the UK GDPR and the Data Protection Act 2018. It explains the types of data we process, the lawful bases we rely on, how long we keep information, the processors we use, and the rights you have in relation to your personal data.

1. Personal data we collect

We collect only the information we need to provide our services effectively, safely, and lawfully. The personal data we may collect includes:

Identity details: name, title, and any business or company name you provide.
Contact details: telephone number, email address, billing address, and moving address.
Service details: moving date, collection and delivery locations, item descriptions, access information, property type, and preferred service options.
Payment and transaction data: payment status, invoice records, and transaction history. We do not store full card details where a secure payment provider handles these.
Communications: messages, call notes, emails, quote requests, complaints, and feedback.
Technical and usage data: limited information such as IP address, device type, and browsing activity if you interact with our online systems or forms.
Special instructions: information relating to accessibility needs, fragile items, or other service preferences that you choose to share.

We do not intentionally collect more data than necessary. We also do not knowingly collect data from children unless it is supplied by a parent, guardian, or authorised adult in connection with a booking.

2. How we use your personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and deliver moving or transport services;
to plan routes, assess access, and organise staffing or vehicle allocation;
to issue invoices, process payments, and manage account records;
to communicate updates about your booking or service;
to deal with complaints, claims, or service issues;
to maintain business records and meet legal, tax, and regulatory obligations;
to improve our services, customer support, and internal operations;
to protect our business, customers, and staff from fraud, misuse, or security risks.

We only use your data in ways that are relevant, proportionate, and necessary for the service you request or for our lawful business interests.

3. Lawful basis for processing

Under GDPR, we must have a lawful basis for every use of personal data. Man With Van Mitcham relies on the following bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, confirming job details, arranging collection and delivery, and completing payment administration.

Legal obligation

We process certain records where required by law, including tax, accounting, insurance, and record-keeping obligations.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests do not override your rights. This may include service improvement, internal administration, fraud prevention, safeguarding business assets, and responding to customer disputes.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications or provide information not strictly required for the service. When consent is used, you may withdraw it at any time.

4. How we share data and processors we use

We may share personal data with trusted third parties only where necessary and only under appropriate safeguards. These parties may act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Payment processors who handle secure payment transactions;
IT and cloud storage providers who host email, backups, and business systems;
Accounting and invoicing providers who support financial record management;
Customer communication tools used for managing messages and service updates;
Operational subcontractors such as drivers, movers, or support staff involved in delivering the booked service;
Professional advisers such as accountants, insurers, and legal advisers where necessary;
Regulators, authorities, or law enforcement where disclosure is required by law.

We require processors to handle personal data securely, only on our instructions, and in line with data protection law. We do not sell personal data.

5. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, and to satisfy legal, accounting, or insurance requirements. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records: generally retained for a reasonable period after completion to manage follow-up queries, disputes, and proof of service.
Financial and tax records: retained for the period required by law.
Communication records: retained for as long as needed to address service matters or support business operations.
Marketing preferences: kept until you opt out or withdraw consent, where applicable.

When information is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

6. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and the use of trusted service providers. While no system can be guaranteed 100% secure, we work to maintain a level of protection appropriate to the risks involved.

7. Your rights under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits and verification of identity, you may:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we process your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us, where applicable;
Withdraw consent at any time where processing relies on consent;
Complain to the UK Information Commissioner’s Office if you believe your rights have been breached.

We will respond to valid requests within the time limits set by law. In some cases, we may need additional information to verify your identity or to assess whether an exemption applies.

8. Automated decision-making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects about you. Any decisions about quotes, bookings, or service arrangements are made with human involvement.

9. International transfers

If any service provider processes personal data outside the UK, we will ensure appropriate safeguards are in place to protect the information in line with GDPR requirements. This may include adequacy regulations, standard contractual clauses, or equivalent protections.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. The most recent version will apply to your use of our services. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of our commitment

Man With Van Mitcham respects privacy, limits data use to legitimate business purposes, and handles customer information with care. We process personal data fairly, lawfully, and transparently. We retain it only as long as necessary, use trusted processors under contract, and support your rights under GDPR. This policy applies to all Man With Van Mitcham customers in area and is designed to make our data practices clear, responsible, and compliant.