Privacy Policy - Man With A Van Sutton

This Privacy Policy explains how Man With A Van Sutton collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Sutton customers in the Sutton area, including prospective customers, current customers, and individuals who have previously used our services. We are committed to handling personal information 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. Who We Are

Man With A Van Sutton provides removals, transport, and related moving services for households and businesses in and around Sutton. In the course of operating our services, we may act as a data controller for personal information that is collected directly from customers or received from third parties when arranging or delivering services.

We take privacy seriously and only process personal data where we have a valid legal reason to do so. We also aim to collect only the information that is necessary for the work we carry out.

2. Information We Collect

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

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as telephone number, email address, and service address.
Service information relating to your move, booking preferences, collection and delivery locations, access details, and timing requirements.
Payment-related information where necessary for invoicing, payment processing, or records of transactions.
Communication records including emails, messages, notes of calls, and any feedback or complaints.
Vehicle and property access information where this is needed to complete the service safely and efficiently.
Technical information if you interact with us electronically, such as limited device or usage details that may be included in messages or booking forms.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or it is required for a specific legal or operational reason. If such information is provided, we will handle it with extra care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and deliver moving and transport services.
To confirm bookings and provide service updates.
To issue invoices, process payments, and maintain accounting records.
To communicate with you about your booking or any changes to your service.
To handle complaints, claims, or dispute resolution.
To comply with legal, tax, and regulatory obligations.
To improve our services, business operations, and customer experience.
To maintain security, prevent fraud, and protect our legitimate business interests.

We do not sell personal data. Any use of personal information is limited to what is necessary and proportionate for the purpose for which it was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Man With A Van Sutton may rely on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. For example, we need your contact details, addresses, and service details in order to provide moving services.

Legal Obligation

We may process personal data where we are required to do so by law, including for accounting, tax, insurance, or record-keeping obligations.

Legitimate Interests

We may process data when it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, and responding to customer queries.

Consent

In limited situations, we may rely on your consent, for example where we use optional types of information that are not essential to the service. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information

We may share personal data with trusted third parties, but only when necessary for the operation of our business or to provide services to you. These may include:

Payment processors that handle card or electronic payments.
Accountants or professional advisers who support our legal, financial, or tax compliance.
IT and communication service providers that help us store records, manage bookings, or maintain secure systems.
Insurance providers where a claim or incident must be reported.
Subcontractors or operational partners involved in delivering a service you have requested.
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

All processors and service providers acting on our behalf are required to protect your data and may only process it in line with our instructions and applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by applicable law. Retention periods may vary depending on the type of information and the reason for processing.

In general:

Booking and service records may be retained for the duration of our relationship with you and for a reasonable period afterwards.
Financial and tax records are normally retained for the period required by law.
Communication records may be retained for as long as needed to resolve queries, improve services, or manage disputes.
Deletion or anonymisation will take place when data is no longer required.

Where data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in line with our retention practices.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved.

While we work to safeguard all information we hold, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we take reasonable steps to reduce risks and respond appropriately if a data incident occurs.

8. International Transfers

Where personal data is processed by service providers outside the UK, we will ensure that appropriate safeguards are in place. This may include the use of approved contractual protections or other lawful transfer mechanisms recognised under data protection law.

9. Your Rights

As a data subject, you have rights under UK GDPR in relation to your personal data. 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 correct inaccurate or incomplete information.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where consent is the lawful basis for processing.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve any issue promptly.

10. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in the context of a service arrangement and handled lawfully. If we become aware that we have collected such data without an appropriate basis, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we use personal data.

12. Summary of Our Approach

Man With A Van Sutton processes personal data only where necessary, uses it for clear and lawful purposes, and keeps it only for as long as required. We rely on appropriate lawful bases such as contract, legal obligation, consent, and legitimate interests. We also use trusted processors, protect data with suitable safeguards, and respect your rights under data protection law.

This Privacy Policy applies to all Man With A Van Sutton customers in the Sutton area.