Privacy Policy - Man And Van Beckenham

Effective date: This Privacy Policy applies to all Man And Van Beckenham customers in the area, including individuals who enquire about, book, or receive our removals, man and van, delivery, and related moving services.

We are committed to protecting your personal data and handling it in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains what personal data we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights you have over your information.

1. Who We Are

For the purposes of data protection law, Man And Van Beckenham is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal information is processed when you use our services or interact with us.

We only collect and use personal data where we have a valid legal reason to do so, and we aim to collect only the information that is necessary for providing our services, managing our business, and meeting our legal obligations.

2. Personal Data We Collect

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

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information such as moving dates, property details, item lists, access notes, and service preferences.
Payment information such as transaction records, invoices, and payment confirmations. We do not store card details unless this is necessary and lawful for a specific process.
Communication records including emails, calls, text messages, and notes of any enquiries, complaints, or feedback.
Technical data if you interact with us online, such as IP address, device type, browser type, and usage information where applicable.
Survey or review information if you choose to provide feedback about our services.

We may also receive personal data from third parties, for example from someone making a booking on your behalf, a business partner, or a payment provider. We only use such information where it is appropriate and lawful to do so.

3. How We Use Your Data

We process personal data for the following purposes:

To provide quotes, arrange bookings, and deliver moving services.
To communicate with you about your enquiry, booking, or service.
To manage payments, invoices, refunds, and accounting records.
To plan routes, allocate vehicles and staff, and complete jobs efficiently.
To handle complaints, disputes, or insurance-related matters.
To comply with legal, tax, and regulatory requirements.
To improve our services, operations, and customer experience.
To keep appropriate records for business administration and security.

We do not use your personal data for purposes that are incompatible with those listed above unless we are required or allowed to do so by law.

4. Lawful Basis for Processing

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

Contract

We process your personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, managing bookings, carrying out removals, and handling payments.

Legal Obligation

We process certain data where we must do so to comply with legal obligations, such as tax, accounting, record-keeping, or fraud prevention requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include managing our operations, improving services, maintaining business records, ensuring security, and responding to enquiries or complaints.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or activities. Where we rely on consent, you have the right to withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Retention periods may vary depending on the type of data and the reason for processing. In general:

Booking and service records may be kept for a reasonable period after completion of the service for administration, dispute resolution, and business analysis.
Financial and invoicing records are typically retained for the period required by tax and accounting laws.
Complaint or claim records may be retained for longer where necessary to resolve the matter or defend legal claims.
Communication records are retained as needed for customer service and business operations.

When personal data is no longer needed, we will securely delete it, anonymise it, or archive it in a way that prevents unnecessary access.

6. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors on our behalf. These processors only handle data under our instructions and are required to protect it appropriately.

Examples of processors and third parties may include:

Payment service providers for processing transactions.
IT and hosting providers for secure storage, email, and system support.
Accounting or bookkeeping services for financial administration.
Customer management or scheduling tools used to organise bookings and communication.
Insurance providers, legal advisers, or dispute resolution services where necessary.
Public authorities where required by law or a valid legal request.

We do not sell your personal data. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected in line with applicable data protection law.

7. Your Rights

You have a number of rights under data protection law in relation to your personal data. These rights may be subject to limitations in certain circumstances.

Right of Access

You may request a copy of the personal data we hold about you and information about how we use it.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In some cases, you may ask us to delete your personal data, for example where it is no longer needed for the purpose it was collected.

Right to Restrict Processing

You may ask us to limit how we use your data in certain situations, such as where you contest its accuracy or object to its use.

Right to Object

You may object to processing based on legitimate interests or direct marketing. We will consider your objection and stop processing unless we have compelling lawful grounds to continue.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used format or transmit it to another controller where technically feasible.

Right to Withdraw Consent

Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Right to Complain

If you are unhappy with how we handle your personal data, you have the right to complain to the UK Information Commissioner’s Office (ICO). We encourage you to contact us first so that we can try to resolve any concern directly and promptly.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to be proportionate to the nature of the information we hold and the risks involved.

While no system can be guaranteed to be completely secure, we work to maintain reasonable safeguards and limit access to personal data to those who need it for legitimate business purposes.

9. Children’s Data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement and only where appropriate legal grounds apply.

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. The latest version will apply to all Man And Van Beckenham customers in the area from the date it is published or otherwise made available.

We encourage you to review this policy periodically so that you remain informed about how your personal data is used. Continued use of our services after changes have been made will be treated as acceptance of the updated policy where permitted by law.

11. Summary of Our Approach

Our approach to privacy is simple: we collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, share it only with trusted processors or where legally required, and respect your rights over your personal information.

Man And Van Beckenham is committed to responsible data handling for all customers in the area, and we will continue to treat your privacy with care and respect.