Privacy Policy - Man And Van Catford

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man And Van Catford. It applies to all Man And Van Catford customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and transport services.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be clear about what information we collect, why we collect it, how long we keep it, and the rights available to you.

1. Who this policy applies to

This policy applies to individuals who use or enquire about our services in Catford and surrounding local areas. It covers customers, potential customers, householders, business clients, and any person whose data is provided to us in connection with a move, delivery, collection, or related service.

2. Personal data we collect

We collect only the information needed to provide and manage our services. The types of data we may collect include:

Identity data: name, title, and, where relevant, company name.
Contact data: address, email address, and telephone number.
Booking details: preferred dates, property access information, service instructions, and delivery or collection details.
Service and transaction data: records of quotes, bookings, payments, invoices, and service history.
Communication data: messages, enquiries, complaints, and notes from conversations.
Operational data: information needed to plan routes, vehicle access, item lists, and special handling requirements.
Technical data: limited information from our digital systems such as device, browser, or usage data where relevant for security and service performance.

We generally do not intend to collect special category data. However, if you voluntarily provide information that may reveal sensitive details, we will only process it where a lawful basis exists and where it is necessary for the service requested.

3. How we collect personal data

We may collect data directly from you when you:

request a quote or make a booking;
communicate by phone, email, or other channels;
provide written instructions or feedback;
make a payment or receive an invoice;
interact with our staff during service delivery.

We may also receive data from third parties where necessary, such as:

landlords, tenants, business managers, or household representatives;
payment service providers;
our processors and operational partners;
publicly available sources where needed to verify details or prevent fraud.

4. Why we use your data

We process personal data for the following purposes:

to provide quotes, confirm bookings, and deliver services;
to plan and carry out moving and transport work safely and efficiently;
to manage payments, invoices, and accounting;
to communicate with customers about service details or updates;
to handle complaints, disputes, and post-service issues;
to maintain records for business, legal, and tax purposes;
to improve our operations, service quality, and customer experience;
to prevent fraud, misuse, and unlawful activity;
to comply with legal obligations and regulatory requirements.

5. Lawful basis for processing

We only process personal data when we have a valid lawful basis under data protection law. Depending on the activity, the lawful basis may be one or more of the following:

Contract

We process 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, arranging services, completing collections or deliveries, and managing payment.

Legal obligation

We may process data to comply with legal and regulatory duties, such as tax, accounting, record-keeping, or responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This can include service administration, fraud prevention, internal record keeping, operational planning, and service improvement.

Consent

In limited situations, we may rely on your consent, for example where processing is not covered by another lawful basis. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing personal data and processors

We may share personal data with trusted third parties where necessary to run our business and deliver services. These third parties act either as independent controllers or as processors acting on our instructions.

Processors may include:

payment processing providers;
accounting or bookkeeping services;
IT, hosting, data storage, and software providers;
communication and administrative support providers;
operational partners assisting with service delivery.

Where processors handle personal data for us, they are required to keep it secure, use it only for agreed purposes, and comply with applicable data protection law. We do not sell personal data.

We may also disclose information where required by law, court order, or a regulatory authority, or where necessary to protect our rights, property, staff, customers, or the public.

7. International transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so that your data remains protected to a standard consistent with UK GDPR.

8. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and the purpose of processing.

Quote and enquiry data: usually kept for a limited period after the enquiry ends, unless needed for follow-up or dispute handling.
Booking and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Invoice and payment records: kept for the period required under tax and accounting rules.
Complaint or claim records: kept for as long as necessary to resolve the issue and defend or establish legal claims.

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

9. Security of personal data

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 confidentiality duties, and data minimisation practices. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected incident.

10. Your rights under GDPR

As a data subject, you have rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to ask us to delete data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a usable format or have it transferred where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

You also have the right to raise a concern with the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

11. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a service and provided by a parent, guardian, or authorised adult representative.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of our approach

Man And Van Catford uses personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it secure, and retain it only as long as necessary. Customers in the area can rely on us to handle information responsibly and in accordance with GDPR principles.