Privacy Policy - Man With Van Bermondsey

This Privacy Policy explains how Man With Van Bermondsey collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Bermondsey customers in the Bermondsey area, including individuals and businesses who enquire about, book, or receive moving, transport, delivery, loading, or related services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who:

requests a quote or booking;
uses our van and moving services;
communicates with us by phone, email, message, or other channels;
visits our website or interacts with our advertising or service listings;
is named in connection with a moving service, such as a property owner, tenant, landlord, building manager, or delivery recipient.

By using our services or providing information to us, you acknowledge the practices described in this policy.

2. Personal Data We Collect

We collect only the data that is necessary and relevant for providing our services, managing bookings, responding to enquiries, and meeting legal or operational requirements. The information we may collect includes:

2.1 Information You Provide Directly

Identity details such as your name and, where relevant, business name;
Contact details such as phone number, email address, and service address;
Booking information including move date, collection and delivery addresses, access details, inventory, parking instructions, and service preferences;
Payment information needed to process payments, issue invoices, or confirm transactions;
Communication records including messages, call notes, complaints, feedback, and correspondence;
Special instructions relevant to the move, such as fragile items, heavy items, or access restrictions.

2.2 Information Collected Automatically

When you interact with our digital services, we may automatically collect technical and usage data such as:

IP address;
device type and browser type;
pages viewed and time spent on pages;
referring website or campaign source;
cookies and similar technologies, where used.

This information is generally used to maintain service performance, protect security, and improve our service experience.

2.3 Information from Third Parties

We may receive personal data from third parties when necessary for service delivery, such as:

estate agents, landlords, or tenants arranging a move;
payment processors or invoicing systems;
subcontracted service providers assisting with a booking;
review platforms or advertising partners, where applicable.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to perform moving, loading, delivery, and related services;
to communicate with customers and coordinate service details;
to issue receipts, invoices, and payment confirmations;
to handle complaints, claims, or disputes;
to improve service quality, planning, and operational efficiency;
to comply with legal, accounting, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to maintain records of completed work and customer interactions.

We will not use your data for purposes that are incompatible with the reasons for which it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, Man With Van Bermondsey relies on the following bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotes, arranging bookings, carrying out moving services, and processing payments.

4.2 Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include service improvement, record keeping, fraud prevention, customer support, and internal administration. Where we rely on legitimate interests, we consider the balance between our interests and your privacy rights.

4.3 Legal Obligation

We may process personal data to comply with legal requirements, including tax, accounting, insurance, safety, and record-keeping duties.

4.4 Consent

In limited cases, we may rely on your consent, for example for certain optional marketing communications or some types of cookies, where required. Where consent is used, you may 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, and to satisfy legal, contractual, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was obtained.

Booking and service records are typically retained for a period needed to manage operations, resolve disputes, and maintain accurate business records;
Financial records are retained for the period required by tax and accounting laws;
Complaint or claim records may be retained longer if necessary to defend legal rights or address ongoing issues;
Technical data is retained for the period needed for analysis, security, or troubleshooting purposes.

When data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors or independent controllers, only when necessary for service delivery, business operations, or legal compliance. These parties are required to handle data securely and in line with applicable law.

6.1 Categories of Processors

Payment processors to handle card or electronic payments;
Accounting and invoicing providers to support billing and financial records;
IT and hosting providers to maintain systems, storage, and communications tools;
Customer management or scheduling systems to organise bookings and service delivery;
Marketing or analytics providers where used for performance measurement or service improvement;
Subcontracted movers or transport partners where they are required to assist with a job.

6.2 Other Sharing

We may also disclose personal data when required by law, court order, regulatory request, or to protect our legal rights, safety, or property. If a business transfer, restructuring, or similar event occurs, personal data may be transferred as part of that process, subject to appropriate safeguards.

We do not sell personal data.

7. Data Security

We use reasonable 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 obligations, and limiting data access to those who need it for legitimate business purposes.

Although we take appropriate steps to safeguard information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information necessary for the requested service.

8. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place as required by data protection law. These safeguards may include adequacy decisions, contractual protections, or other lawful transfer mechanisms.

9. Your Rights

Under data protection law, you may have the following rights regarding your personal data:

Right of access – to request a copy of the data we hold about you;
Right to rectification – to correct inaccurate or incomplete data;
Right to erasure – to request deletion of data in certain circumstances;
Right to restriction – to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request transfer of data in a usable format, where applicable;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to complain – to raise concerns with the UK Information Commissioner’s Office if you believe your rights have been breached.

These rights are not absolute and may be subject to legal limitations or exceptions. We will respond to valid requests in accordance with applicable law.

10. Cookies and Similar Technologies

If our digital services use cookies or similar tools, they may be used for essential site functionality, performance analysis, or service improvement. Where consent is required, you will be given the option to manage your preferences. You can also control cookies through your browser settings, although doing so may affect site functionality.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children without appropriate authorisation from a parent or guardian where relevant. If we learn that we have collected such data inappropriately, we will take steps to remove it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or operational needs. 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.

13. Summary

This Privacy Policy explains how Man With Van Bermondsey handles personal data in a lawful, fair, and transparent manner. We collect only the information needed to provide our services, use it for defined purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. Customers in the Bermondsey area have rights over their data, and we take those rights seriously.

By using our services, you acknowledge that your personal data may be processed in line with this policy.