Man and Van Catford Privacy Policy

This Privacy Policy explains how Man and Van Catford collects, uses, stores and shares personal data when providing man and van and related moving services. It applies to all Man and Van Catford customers and prospective customers in our service area, including anyone who contacts us to request information, quotes or bookings.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Data controller

Man and Van Catford is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The main categories of data we may collect are:

Identification and contact details, such as your name, address, collection address, delivery address, telephone number and any other contact details you provide when you contact us or make a booking.

Service and booking information, such as details of the items to be moved, preferred dates and times, access information for addresses, special instructions, and records of quotes, bookings and invoices.

Communication records, such as emails, messages, and notes of telephone conversations with you, including any feedback, queries or complaints.

Payment and transaction information, such as amounts charged, payment method and payment status. We do not store full payment card details; where card payments are taken, these are processed securely by third party payment processors.

Technical and usage data, where applicable, such as basic information that may be collected when you visit our website, including approximate location, device type and pages viewed. This information is generally collected through cookies or similar technologies, where used.

How we collect your data

We collect personal data directly from you when you contact us by phone, via online forms, by message, or when you provide information in person to arrange or receive our services. We may also receive information indirectly if another person books a service on your behalf and provides your contact details and address so that we can complete the job.

Purposes and lawful bases for processing

We only process your personal data when we have a valid legal basis under the UK GDPR. The main purposes and lawful bases are:

To provide our services: We use your identification, contact, service and booking information to provide quotes, schedule and carry out collections and deliveries, issue invoices and manage your bookings. The lawful basis is performance of a contract with you or taking steps at your request before entering into a contract.

Customer service and communication: We use your contact and communication data to respond to your enquiries, handle changes to bookings and manage any complaints. The lawful basis is performance of a contract and our legitimate interests in providing effective customer service.

Billing, accounting and record keeping: We retain certain personal and transaction data for accounting, tax and audit purposes. The lawful bases are performance of a contract and compliance with our legal obligations.

Service management and safety: We may use address, access and job details to plan routes, allocate staff and vehicles, and ensure the safety of our team and your property. The lawful basis is our legitimate interests in operating and improving our business and ensuring safety.

Marketing and promotions: Where permitted by law, and subject to your rights, we may contact you about similar services that may be of interest to you. The lawful basis is our legitimate interests in promoting our services, or your consent where required. You can opt out of marketing at any time.

Legal and regulatory purposes: We may process and disclose your data where necessary to comply with legal obligations, respond to lawful requests from authorities or establish, exercise or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes outlined in this Privacy Policy. These third parties may act as data processors and only process your data on our instructions.

The main categories of third party processors or recipients may include:

Payment processors and financial service providers that securely process payments and manage refunds.

IT and hosting providers that support our website, booking systems, communication tools and data storage.

Professional advisers such as accountants or legal advisers where necessary for accounting, tax or legal purposes.

Regulators, law enforcement agencies or other authorities where required by law or where necessary to protect our rights or the rights of others.

Where we use processors, we ensure that appropriate contracts are in place requiring them to protect your data, to use it only for the agreed purposes and to keep it secure.

International transfers

Where any of our service providers are located outside the United Kingdom, we will only transfer your personal data to them where appropriate safeguards are in place as required by data protection law, such as adequacy regulations or standard contractual clauses.

Data retention

We only keep your personal data for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

In general, we apply the following retention periods:

Service and booking records are retained for the duration of the customer relationship and for a reasonable period afterwards to handle any queries, disputes or repeat bookings.

Financial and transaction records are retained for a period required by tax and accounting laws, usually several years from the end of the relevant financial year.

Communication records may be retained for a period necessary to manage our relationship with you and to evidence our interactions in case of disputes or complaints.

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

Data security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include restricted access to personal data, secure storage and, where appropriate, the use of encryption and password protection.

Your data protection rights

Under data protection laws, you have several rights in relation to your personal data. These rights apply to all Man and Van Catford customers and prospective customers in our service area, subject to certain legal limitations and exemptions.

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data, for example while we verify its accuracy or handle an objection.

Right to data portability: In some circumstances, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to transmit it to another controller, where this is technically feasible.

Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including for direct marketing. If you object to direct marketing, we will stop processing your data for that purpose.

Rights in relation to automated decision making: Man and Van Catford does not carry out decision making based solely on automated processing that produces legal or similarly significant effects for individuals.

Exercising your rights

You can exercise your data protection rights or raise any questions about this Privacy Policy by contacting us using your usual contact channels for Man and Van Catford. We may need to verify your identity before responding to certain requests. We aim to respond within the time limits set by data protection law.

Complaints and supervision

If you are unhappy with how we handle your personal data, we encourage you to contact us so that we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data processing practices. Any changes will be effective from the date we publish the revised policy. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.