Privacy Policy - Man And Van Homerton

This Privacy Policy explains how Man And Van Homerton collects, uses, stores, shares, and protects personal data in connection with its moving, transport, and related services. This policy applies to all Man And Van Homerton customers in the area, including individuals, households, and businesses that enquire about, book, or receive our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect only the personal data needed to provide our services, manage bookings, comply with legal obligations, and improve our operations. The type of information we may collect includes:

Identity information such as your name and, where relevant, the name of your business or organisation.
Contact information such as phone number, email address, and service address.
Booking and service details including moving date, property access details, item descriptions, delivery locations, and special handling requirements.
Payment-related information where necessary to process transactions, issue invoices, or maintain records.
Communication records such as emails, messages, notes from calls, and customer service correspondence.
Operational information including instructions relating to parking, loading access, fragile goods, and service preferences.
Technical data in limited cases, such as device or browser information if you interact with digital systems we use for administration.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it in a way that is relevant to the service, for example where it is required to accommodate access needs. If such data is ever collected, it will be handled with additional care and only for a lawful purpose.

2. How We Use Your Data

We use personal data to deliver a reliable and efficient service. Typical uses include:

Responding to enquiries and providing quotations.
Managing bookings and scheduling collections or deliveries.
Carrying out moving, transport, packing, or related services.
Contacting you about changes, delays, service updates, or access requirements.
Processing payments, preparing invoices, and handling accounting records.
Maintaining internal records, service history, and customer support files.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting our business, staff, customers, and property from fraud or misuse.

We only use your data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies or we are required by law to use it differently.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, Man And Van Homerton may rely on one or more of the following lawful bases:

Contract – where processing is necessary to enter into or perform a service agreement with you, such as arranging and completing a move.
Legal obligation – where we must keep records for tax, accounting, insurance, or other legal requirements.
Legitimate interests – where processing is needed for the normal running of our business, provided your rights and freedoms do not override those interests. This may include record keeping, service improvement, and fraud prevention.
Consent – where we ask for your clear permission, for example for certain optional communications or the handling of specific sensitive information.

Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing and Processors

We may share personal data with trusted third parties only when necessary for service delivery, legal compliance, or legitimate business operations. These parties act as processors or independent controllers, depending on the service they provide.

Examples of processors may include:

Payment processors that handle card or electronic payment transactions.
Accounting and bookkeeping providers that support invoicing, tax records, and financial administration.
IT and cloud service providers that store or secure business records and communications.
Communication service providers that help us manage email, messaging, or call handling systems.
Insurance and professional advisers where required to manage claims, legal matters, or compliance.

Where processors are used, they are required to process data only on our instructions, protect it appropriately, and comply with applicable data protection law. We do not sell personal data.

We may also disclose information if required by law, court order, or a lawful request from public authorities. Any sharing will be limited to what is necessary and proportionate.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or insurance requirements. Retention periods may vary depending on the type of record and the reason it was collected.

Booking and service records may be retained for a reasonable period after completion of the service to manage queries, disputes, or follow-up matters.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained while they are relevant to service administration or legal protection.
Consent-based information is kept only until consent is withdrawn or it is no longer needed for the stated purpose.

When data is no longer needed, it is securely deleted, anonymised, or destroyed in a manner appropriate to the format of the record.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of records. While no system can be guaranteed completely secure, we work hard to reduce risks and respond promptly to any security issues.

7. Your Rights

As a data subject under UK GDPR, you have important rights in relation to your personal data. These include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete information.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit how we use your data in certain situations.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to data portability – to receive certain data in a structured, commonly used format, where applicable.
The right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been violated. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of providing services requested by a parent, guardian, or responsible adult. If we become aware that data has been collected inappropriately, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

10. Summary of Our Approach

Man And Van Homerton only collects data that is necessary, uses it for clear and lawful purposes, keeps it for no longer than needed, and shares it only with trusted processors or where required by law. We aim to process all customer data with care, security, and respect. This privacy policy applies to all Man And Van Homerton customers in the area and is designed to ensure that personal information is handled responsibly at every stage of service.