Privacy Policy - Man With Van Blackwall

This Privacy Policy explains how Man With Van Blackwall collects, uses, stores, shares, and protects personal data in connection with our services. It applies to all Man With Van Blackwall customers in the Blackwall area and to anyone who uses our services, makes an enquiry, or communicates with us about a booking.

1. Who We Are

Man With Van Blackwall provides man and van removals, delivery support, and related transport services. In the course of offering these services, we may process personal data about customers, household members, business representatives, and other individuals involved in a booking. 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.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, responding to enquiries, managing bookings, and meeting legal or business requirements. The types of information we may collect include:

Identity details: name, title, and any information needed to verify who you are.
Contact details: phone number, email address, billing address, and service address.
Booking information: moving date, collection and delivery locations, property access details, inventory or item descriptions, and service preferences.
Payment and transaction data: payment status, invoices, receipts, and records of payments made or refunded.
Communication records: emails, messages, call notes, complaints, and customer feedback.
Technical data: basic website or device information where applicable, such as IP address or browser data, if used for security or service improvement.
Special category data: we do not seek to collect special category data. If such information is inadvertently provided, it will only be processed where necessary and lawful.

We do not intentionally collect more information than is needed for the service requested.

3. How We Use Personal Data

We process personal data for the following purposes:

to provide quotations and manage booking enquiries;
to arrange, perform, and complete removal or delivery services;
to communicate with customers about timings, access, changes, or service updates;
to issue invoices, process payments, and maintain accounting records;
to handle complaints, disputes, refunds, and customer service requests;
to maintain safety, security, and business records;
to comply with legal, tax, insurance, and regulatory obligations;
to improve the quality, efficiency, and reliability of our services.

We do not use personal data for unrelated purposes without informing you where required by law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the nature of the interaction, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out services, handling payments, and communicating about the service.

Legal Obligation

We may process and retain certain information to comply with legal requirements, such as tax rules, accounting obligations, insurance matters, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, internal administration, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications or where consent is required for a specific processing activity. You can withdraw consent at any time where consent is the basis used.

5. Who We Share Data With

We may share personal data with trusted third parties that help us operate our business and deliver services. These recipients act as processors or independent controllers depending on the context.

Payment providers: to process transactions securely.
Accountants and tax advisers: to manage finance and compliance matters.
IT and storage providers: to host systems, protect data, and support communications.
Insurance providers: where needed for claims, incidents, or coverage purposes.
Professional advisers: including legal advisers where necessary.
Public authorities: where disclosure is required by law or to protect rights and safety.

We ensure that any processors we use are bound by contracts that require them to protect personal data, use it only for authorised purposes, and apply appropriate security measures.

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records: kept for as long as needed to manage the service and resolve any follow-up issues.
Financial and accounting records: retained for the period required under tax and accounting laws.
Communication records: kept for an appropriate period to support customer service, dispute resolution, and business administration.
Claims or legal matters: retained longer where necessary to deal with complaints, insurance claims, or legal obligations.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to those who need the data to perform their duties. Although no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risk wherever possible.

8. International Transfers

If personal data is transferred outside the UK or European Economic Area, we will take steps to ensure it is protected to a standard consistent with data protection law. This may include using approved contractual safeguards or transferring data only to destinations recognised as providing adequate protection.

9. Your Rights Under GDPR

You have rights over your personal data. These rights may apply depending on the legal basis for processing and the specific circumstances. They 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 some cases, you may request deletion of your personal data.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: you may request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. We will respond within the legal timeframe and explain any limits that apply under data protection law.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children as a primary purpose. If child-related information is incidentally included in a booking, it will be processed only where necessary for the service and handled with appropriate care.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal obligations, service arrangements, or data handling practices. Any updates will take effect when the revised policy is issued. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Our Commitment

Man With Van Blackwall is committed to respecting privacy, using personal data responsibly, and keeping information secure. We collect only what is necessary, rely on appropriate lawful bases, keep data only as long as needed, use trusted processors under proper safeguards, and support your rights under GDPR. This policy applies to all Man With Van Blackwall customers in the Blackwall area and is designed to ensure that personal data is handled in a transparent and lawful manner.