Privacy Policy - Man And Van Blackheath

This Privacy Policy explains how Man And Van Blackheath collects, uses, stores, and protects personal data in connection with its services. It applies to all Man And Van Blackheath customers in the area, including individuals and businesses who request, receive, or enquire about our man and van, moving, delivery, collection, and related transport services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data 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. Information We Collect

We collect only the information necessary to provide and manage our services effectively. The type of data we collect may vary depending on the service requested and the way you communicate with us.

Personal data we may collect includes:

Identity details such as your name and, where relevant, the name of a business or contact person.
Contact details such as your address, email address, and telephone number.
Service details including pickup and delivery locations, moving dates, item descriptions, access notes, and volume or size of goods.
Billing and payment information such as payment status, invoice details, and transaction references. We do not store card details unless absolutely necessary and only in line with secure payment procedures.
Communication records including emails, messages, call notes, and any feedback or complaints you submit.
Technical data such as basic website or device information if you contact us through digital channels, where applicable.

We may also collect limited information about special requirements for a move, such as access restrictions, parking details, or fragile items. We do not seek sensitive personal data unless you voluntarily provide it and it is necessary for the service. If you share such information, we treat it with extra care and only use it where permitted by law.

2. How We Use Your Data

We use personal data to operate our business and deliver the services you request. Typical uses include:

providing quotations and confirming bookings;
planning and carrying out removals, collections, and deliveries;
communicating with you about schedules, access arrangements, and service updates;
issuing invoices, managing payments, and maintaining accounting records;
responding to enquiries, complaints, or claims;
maintaining internal records and service quality;
meeting legal, tax, and regulatory obligations;
protecting against fraud, misuse, and security incidents.

We only use your data for the purposes for which it was collected unless we reasonably believe we need to use it for a compatible purpose or where the law allows or requires us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, Man And Van Blackheath may rely on one or more of the following lawful bases:

Contract – when processing is necessary to provide a quotation, make a booking, carry out the service, or manage payment and service fulfilment.
Legal obligation – when processing is needed to comply with accounting, tax, insurance, or other legal requirements.
Legitimate interests – when we process data to run and improve our business, prevent fraud, keep records, and handle customer communications, provided these interests do not override your rights and freedoms.
Consent – where required, for example if we ask for permission to use data in a way that is not covered by the bases above. You may withdraw consent at any time where it is the basis for processing.

When we rely on legitimate interests, we consider the impact on your privacy and ensure that our use of data is proportionate and necessary.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the context in which it was obtained.

As a general approach:

Booking and service records are retained for a reasonable period to manage service history, disputes, and customer support.
Financial and invoice records are kept for the period required by tax and accounting law.
Correspondence and complaints may be retained to evidence communications and resolve issues.
Marketing-related information, where applicable, is kept until you opt out or we no longer need it.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We do not keep personal data indefinitely.

5. Sharing Data and Processors

We may share personal data with trusted third parties when necessary to provide our services, run our operations, or comply with legal obligations. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

Accounting and bookkeeping providers who assist with invoicing, financial administration, and tax records.
IT and cloud service providers who store or support secure business systems and communications.
Payment service providers who handle transactions securely.
Customer management or scheduling tools used to organise bookings and service delivery.
Professional advisers such as insurers, legal advisers, or auditors where needed.

Where we engage processors, we ensure they are bound by appropriate contractual terms and are only permitted to process personal data on our instructions and for lawful purposes. We do not sell your personal data.

We may disclose data where required by law, to prevent harm, or to establish, exercise, or defend legal claims.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, staff confidentiality obligations, secure storage, and careful selection of service providers.

While we work hard to safeguard information, no method of transmission or storage is completely secure. If a data incident occurs, we will assess the risk and take appropriate action in line with our legal obligations.

7. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights are not absolute and may be subject to conditions or exemptions. Depending on the circumstances, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain situations;
Restriction of processing in certain circumstances;
Object to processing based on legitimate interests or for direct marketing;
Data portability for information you provided to us, where applicable;
Withdraw consent at any time where consent is the basis for processing.

If you wish to exercise any of these rights, we will respond in line with applicable data protection law. We may need to verify your identity before acting on your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

8. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidental to the service and provided by an adult customer. If we become aware that we have collected data about a child without proper basis, we will take steps to delete it where appropriate.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, 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 personal data is handled.

10. Summary of Our Privacy Commitments

Man And Van Blackheath is committed to using personal data responsibly and lawfully. We only collect what we need, use it for clear purposes, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to maintain transparency in all aspects of data handling.

This Privacy Policy applies to all Man And Van Blackheath customers in area and is intended to provide a clear explanation of how personal information is managed throughout the service relationship. By using our services, you acknowledge that your data may be processed as described in this policy and in accordance with applicable law.