Privacy Policy - Man And Van Woolwich

This Privacy Policy explains how Man And Van Woolwich collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man And Van Woolwich customers in the area, including individuals and businesses who enquire about, book, or use our services. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man And Van Woolwich provides removals, delivery, collection, transport, and related logistics services. In delivering these services, we act as a data controller for the personal information we collect and use. This means we decide how and why your personal data is processed.

2. Personal data we collect

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

Identity data: name, title, and any business name you provide.
Contact data: address, email address, and telephone number.
Service details: pickup and delivery addresses, property access information, inventory or item descriptions, preferred dates and times, and special handling instructions.
Payment data: billing details and payment records, where relevant to the service.
Communication data: messages, enquiries, complaints, feedback, and notes from calls or correspondence.
Technical data: limited information such as device and browser details if you contact us through electronic channels.
Risk and service records: information necessary for insurance, damage reports, claims, or incident management.

We generally only collect data that is necessary for the delivery and administration of our services. We do not seek to collect unnecessary or excessive information.

3. How we collect your data

We collect personal data directly from you when you enquire about our services, request a quote, make a booking, communicate with us, or provide information needed for the move or delivery. We may also receive data from third parties where this is necessary for service performance, such as a business client, landlord, property manager, payment provider, insurer, or a person authorised to act on your behalf.

4. How we use your personal data

We use your data for the following purposes:

to provide quotations and respond to enquiries;
to arrange and deliver moving or transport services;
to manage bookings, scheduling, and operational planning;
to communicate with you before, during, and after the service;
to process payments and maintain financial records;
to handle complaints, queries, insurance matters, and claims;
to comply with legal, regulatory, tax, and accounting obligations;
to improve service quality, customer support, and internal record keeping;
to protect our business, staff, customers, and property from fraud, misuse, or legal risk.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that use is lawful.

5. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstance, we may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract or to perform our contract with you. This includes arranging moving services, managing bookings, and carrying out the work you have requested.

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 and freedoms. This may include service planning, customer administration, record keeping, security, fraud prevention, and resolving disputes. When relying on legitimate interests, we consider the impact on your privacy and use only proportionate measures.

Legal obligation

We may process and retain data where necessary to comply with legal requirements, including accounting rules, tax obligations, insurance requirements, and lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example where we need permission for specific optional uses of your information. Where consent is used, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

6. Data retention

We keep personal data only for as long as necessary to meet the purposes for which it was collected, including service administration, dispute resolution, legal compliance, and record keeping. Retention periods may vary depending on the type of data and the reason for processing.

In general:

customer booking and service records are retained for a reasonable period after the service;
financial and tax records are kept for the period required by law;
correspondence and complaint records may be kept while needed to manage the issue and any resulting claim;
data no longer required is securely deleted, anonymised, or otherwise disposed of safely.

We apply a data minimisation approach, meaning we do not keep information longer than necessary. Retention is reviewed periodically to ensure continued compliance.

7. Processors and third parties

We may share personal data with trusted third-party processors who help us operate our services. These processors only act on our instructions and are required to protect your information appropriately. Such recipients may include:

payment service providers for handling transactions;
accounting or bookkeeping providers for financial administration;
IT and cloud service providers for secure storage and communications;
insurance providers, claims handlers, or legal advisers where needed;
subcontractors or operational partners assisting with service delivery;
regulatory, law enforcement, or public authorities where required by law.

Where we use processors, we take reasonable steps to ensure appropriate contractual safeguards, security measures, and confidentiality obligations are in place. We do not sell your personal data.

8. International transfers

In some cases, your personal data may be processed by service providers located outside the UK. Where this occurs, we will ensure appropriate safeguards are in place so that your data receives a level of protection consistent with UK GDPR requirements, such as adequacy regulations or standard contractual protections.

9. Security of your data

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure systems, staff awareness, and controlled retention practices. Although no system can be guaranteed to be completely secure, we take data protection seriously and continually review our safeguards.

10. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in certain cases.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: you can request that certain data be provided in a structured, commonly used format where legally applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request.

11. Complaints and concerns

If you have concerns about how your personal data is handled, you may raise them with us so we can review and address the matter. 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 infringed. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

12. 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 request made by an adult customer and handled in accordance with applicable law.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

Summary: Man And Van Woolwich explains what data it collects, why it uses it, how long it keeps it, who may process it, and the rights customers have under UK GDPR.