Privacy Policy - Man With Van Mordenpark

This Privacy Policy explains how Man With Van Mordenpark collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Mordenpark customers in the area, including individuals and businesses that request quotations, book services, or otherwise interact with us in connection with removals, deliveries, and van hire support. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Mordenpark acts as the data controller for the personal data processed in connection with our services. This means we determine the purposes and means of the processing of your personal data. We only collect information that is relevant and necessary for providing our services, managing our operations, and meeting legal obligations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Service details including move date, collection and delivery locations, inventory information, access notes, and service preferences.
Payment and billing information such as payment status, transaction records, and invoicing details.
Communication records including emails, messages, complaints, service enquiries, and notes from calls or bookings.
Technical data such as IP address, device information, and basic usage data when you interact with our digital systems, if applicable.
Special category data only where you voluntarily provide information that is necessary for service delivery and where a lawful basis permits us to process it.

We generally do not seek to collect sensitive personal data unless it is strictly needed to carry out the service requested or to comply with a legal obligation. Please only provide information that is necessary for your booking or enquiry.

3. How We Use Your Data

We use personal data for the following purposes:

To provide moving, transport, and related services.
To prepare quotations, confirm bookings, and manage customer requests.
To plan routes, estimate capacity, and ensure safe and efficient service delivery.
To communicate with you about appointments, changes, delays, or service updates.
To issue invoices, process payments, and keep accounting records.
To manage complaints, claims, and customer support matters.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We do not sell your personal data. We only use it for legitimate operational and legal purposes connected with our services.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under the UK GDPR. Depending on the context, the lawful bases we rely on may include:

Contract – when processing is necessary to enter into or perform a contract with you, such as completing a booking or providing a quote requested by you.
Legal obligation – when we must keep records or disclose data to comply with tax, accounting, or other legal requirements.
Legitimate interests – when processing is necessary for our legitimate business interests, such as improving services, managing risk, maintaining security, and handling customer communications, provided these interests do not override your rights and freedoms.
Consent – where we rely on your permission for a specific purpose, for example if separate consent is required for certain optional communications.

Where we process any special category data, we will only do so when an additional condition under data protection law applies.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to operate our services. These parties act as processors or independent controllers depending on the nature of the relationship. They may include:

Payment providers that process card or electronic transactions.
Accounting and bookkeeping providers that support invoicing, tax, and record-keeping.
IT and hosting providers that maintain secure systems and data storage.
Communication service providers that help deliver emails, phone services, or customer notifications.
Insurance providers, legal advisers, and claims handlers where needed for risk management or dispute resolution.
Regulatory bodies, law enforcement, or courts where disclosure is required by law.

We only share the minimum information necessary and require appropriate data protection safeguards from any processor we use. All processors must handle data securely and in accordance with applicable law.

Processors and Safeguards

Where we use processors, we do so under written contracts that require them to:

process personal data only on our instructions;
keep personal data confidential;
implement appropriate technical and organisational security measures;
assist us with data subject requests where applicable;
delete or return personal data when the service ends, unless retention is legally required.

We assess our processors and try to ensure that any transfer or storage of personal data is protected to a standard that meets legal requirements.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of information and the reason it is held. In general:

Booking and service records are kept for as long as needed to manage the job and any follow-up matters.
Financial and tax records are kept for the period required by accounting and tax laws.
Communication records may be kept for a reasonable time to resolve queries, complaints, or disputes.
Data used for security, fraud prevention, or legal claims may be kept for as long as necessary to protect our legitimate interests or meet legal duties.

When personal data is no longer required, we will delete it, anonymise it, or securely dispose of it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed completely secure, we work to reduce risk and respond appropriately to any incident.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Depending on the circumstances, these rights may 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 data.
The right to erasure – to request deletion of your personal data in certain situations.
The right to restriction – to request that we limit how we use your data in certain circumstances.
The right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability – to receive certain data in a structured, commonly used, machine-readable format.
The right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to make a complaint to the relevant supervisory authority if you believe your data has been handled unlawfully. Exercising one right does not affect the validity of processing carried out before your request or where a legal basis still applies.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a booking or service and provided by an adult acting on their behalf. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

10. International Transfers

Where personal data is transferred outside the UK, we will only do so when appropriate safeguards are in place and where such transfers comply with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

11. 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 published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Mordenpark is committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to provide our services, rely on clear lawful bases, use trusted processors with proper safeguards, and keep data only for as long as necessary. Your privacy matters to us, and we aim to treat all customer information with care and respect.