Privacy Policy - Man With A Van Woolwich

This Privacy Policy explains how Man With A Van Woolwich collects, uses, stores, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man With A Van Woolwich customers in the area, including individuals, households, landlords, tenants, and business clients who request our services or communicate with us in connection with a booking, quotation, or completed move.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to explain what information 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 data.

1. Who We Are

Man With A Van Woolwich provides local and regional transport services, including household removals, item collection, delivery support, furniture transport, and related logistics. In the course of delivering these services, we may need to process personal data belonging to customers, recipients, property owners, and other individuals connected with the booking.

For the purposes of data protection law, we act as the data controller for the personal information we decide to collect and use for our own business purposes.

2. Personal Data We Collect

We only collect personal data that is necessary for running our business, managing bookings, performing services, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service and booking details including move dates, collection and delivery addresses, item descriptions, access instructions, and service preferences.
Payment information such as billing details and payment records. We do not store card details unless this is necessary for processing a payment securely through an approved provider.
Communication records such as emails, text messages, call notes, and correspondence relating to enquiries, bookings, complaints, or service updates.
Technical information where relevant, such as basic website or device usage data if you interact with our online services.
Special category data only where you choose to share information that may reveal health or accessibility needs relevant to safe service delivery. We will only process this when necessary and appropriate safeguards are in place.

We do not intentionally collect more information than is required. Please avoid sharing unnecessary sensitive data unless it is directly relevant to the service requested.

3. How We Collect Your Data

We may collect your personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, text, or online form;
provide access or delivery instructions;
raise a complaint, inquiry, or rescheduling request;
make a payment or ask for an invoice;
provide feedback or leave a review.

We may also receive data from third parties where it is necessary to perform our services, such as landlords, agents, property managers, employers, payment processors, or the person arranging the booking on your behalf. In such cases, we will only use the information for the relevant service purpose.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the situation, the legal basis may include:

Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform the contract for moving or transport services. This includes handling bookings, contact details, job notes, and service instructions.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving service quality, preventing fraud, maintaining internal records, and responding to disputes or complaints.

Legal Obligation

We may process and retain certain information to comply with legal or regulatory obligations, such as tax recordkeeping, accounting requirements, insurance matters, or lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, particularly for optional marketing communications or where special category data is involved and consent is the appropriate lawful basis. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, for example if emergency information is needed to safeguard a person during a move.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, accept bookings, and schedule services;
to communicate about arrival times, access issues, or changes to a job;
to handle billing, invoicing, and payment administration;
to maintain service records and internal business accounts;
to respond to enquiries, complaints, and support requests;
to meet legal, tax, and insurance obligations;
to improve our services, planning, and customer experience;
to protect our business, staff, and customers against fraud or misuse.

We will not use your personal data for unrelated purposes without a valid lawful basis and, where required, your consent.

6. Data Retention

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

Booking and service records may be kept for a reasonable period after the job is completed to manage queries, complaints, and operational follow-up.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Communication records may be stored for as long as needed to evidence instructions, resolve disputes, or improve service administration.
Marketing consent records are kept until you withdraw consent or until they are no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We apply the principle of storage limitation so that data is not kept longer than necessary.

7. Processors and Third Parties

We may share limited personal data with trusted third parties who help us operate our business. These parties act as processors when they handle data on our instructions, or as independent controllers where they determine their own purposes.

Examples of processors and service providers may include:

Payment providers that securely process card or transfer payments;
Accounting and bookkeeping services for invoicing and tax administration;
IT and cloud storage providers that host secure business systems;
Communication service providers used for sending emails, messages, or service alerts;
Insurance or legal advisers where data is needed to manage claims, disputes, or compliance matters;
Subcontracted service partners who assist with delivery or transport tasks under our instructions.

We require processors to handle personal data securely, use it only for authorised purposes, and comply with data protection obligations. We do not sell personal data.

8. International Transfers

Where any processor or service provider stores data outside the UK, we will take appropriate safeguards to protect your information. These may include approved contractual protections and checks to ensure the destination offers an adequate level of data protection.

9. Your Rights

You have rights over your personal data under data protection law. Subject to legal limits and verification of identity, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict processing 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 consent is the lawful basis.

If you wish to exercise any of these rights, we will respond within the time limits set by law. In some cases, we may need to keep certain information despite a request, where legal obligations apply or where the data is required to establish, exercise, or defend legal claims.

10. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, restricted permissions, and staff awareness practices.

While we strive to protect your data, no method of transmission or storage is completely risk-free. We therefore work to reduce risks and respond promptly to any suspected incident.

11. Complaints and Supervisory Authority

If you have concerns about how we use your personal data, you may contact us to raise the issue and seek a resolution. You also have the right to complain to the UK data protection supervisory authority if you believe your rights have been infringed.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

Man With A Van Woolwich is committed to processing personal data responsibly, securely, and in a way that respects your privacy. This policy applies to all customers in the Woolwich area who use our services, and it is intended to provide clear information about how we manage your data throughout the customer relationship.