Privacy Policy - Man With Van Plumstead

This Privacy Policy explains how Man With Van Plumstead collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Plumstead customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with us in connection with our removals and van services.

We are committed to handling personal information lawfully, fairly, and transparently. This policy sets out what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, the categories of processors we may use, and the rights available to you under data protection law.

1. Who We Are

For the purposes of data protection law, Man With Van Plumstead is the data controller of the personal information described in this policy. This means we decide how and why your personal data is used for the delivery of our services, administration of bookings, customer support, and related business purposes.

This policy covers current, former, and prospective customers, as well as individuals whose details are provided to us in the course of arranging or carrying out a move. It also applies to people whose data is processed when they act on behalf of a customer, such as landlords, estate agents, property managers, or authorised representatives.

2. Personal Data We Collect

We collect only the personal data that is necessary for the purposes described in this policy. Depending on how you interact with us, this may include:

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as moving dates, pickup and delivery addresses, inventory details, access notes, and special handling requirements.
Billing and payment information such as transaction records, invoice details, and payment status. We do not retain unnecessary card data where payment processing is handled by a secure third party.
Communication records including enquiries, complaints, feedback, and correspondence.
Booking and contract information relating to quotes, confirmations, cancellations, and service history.
Technical information where relevant, such as basic device or usage data generated through website or email interactions, if applicable.

In some cases, we may also process limited special category data if you choose to disclose it to us, for example health-related access needs or mobility requirements that are relevant to safely delivering a move. We only process this information where it is necessary and with appropriate safeguards.

3. How We Collect Your Data

We may obtain your personal data directly from you when you request a quote, make a booking, communicate with us, or otherwise use our services. We may also receive data from third parties acting on your behalf, such as family members, letting agents, landlords, or business contacts who arrange services for you.

Where necessary, we may also collect data from payment providers, subcontracted service providers, or publicly available sources if this is relevant to fulfilling a booking, preventing fraud, or managing our business obligations. We only use such information where it is reasonable and legally permitted to do so.

4. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and assess moving requirements;
to arrange, manage, and complete removals or van services;
to communicate with you about bookings, changes, and service updates;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and support requests;
to maintain business records and improve the quality of our services;
to meet legal, accounting, and regulatory obligations;
to protect our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We do not use your information for unrelated purposes unless we have a lawful basis to do so and, where required, have informed you in advance.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, arranging collection and delivery, and providing moving services.

Legal obligation

We process some data to comply with legal obligations, including tax, accounting, record-keeping, and other statutory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, maintaining service records, handling customer queries, improving services, and protecting against fraud or abuse.

Consent

Where required, particularly for certain optional communications or special category data that you choose to provide, we may rely on your consent. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital interests

In rare circumstances, we may process information to protect someone’s vital interests, such as where it is necessary for safety during a move.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, tax, accounting, or reporting obligations. Retention periods depend on the type of record and the reason for keeping it.

As a general approach:

Booking and service records are retained for a reasonable period after completion of the service to deal with queries, complaints, and administration.
Financial and invoice records are retained for the period required by applicable tax and accounting laws.
Communication records are retained only as long as needed to resolve issues, document instructions, or manage customer relationships.
Special category or sensitive information is deleted as soon as it is no longer required for the purpose for which it was provided, unless retention is necessary for legal reasons.

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

7. Processors and Third Parties

We may share personal data with trusted third parties who act as processors on our behalf. These parties only process data according to our instructions and under appropriate contractual safeguards.

Types of processors may include:

Payment processors that handle transactions securely;
Accounting or bookkeeping providers that support invoicing and financial administration;
IT and cloud service providers that store or host business information;
Communication providers used for email, telephone, or messaging services;
Operational subcontractors who assist in delivering moving services where necessary;
Professional advisers such as accountants, insurers, or legal advisers where required.

We may also disclose data where required by law, court order, or public authority. If business operations change, data may be transferred as part of a reorganisation or sale, subject to legal protections.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved in processing it.

While we work to safeguard your information, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that affects your rights or freedoms, we will handle it in accordance with applicable law and, where required, notify the relevant authority and affected individuals.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to limitations depending on the circumstances and the legal basis for processing.

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete data.
Right to erasure - in some cases, you may request deletion of your data.
Right to restriction - you may ask us to limit how we use your data in certain situations.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to data portability - where applicable, you may request your data in a structured format.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns 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 we can attempt to resolve any issue promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging removals and related assistance. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a household move and is necessary for service delivery or safeguarding. Where this occurs, we apply appropriate care and only retain the information for as long as needed.

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 processing practices. The most current version will apply to your relationship with us. We recommend reviewing it periodically to stay informed about how we protect your information.

12. Summary of Our Commitment

Man With Van Plumstead is committed to protecting the privacy and dignity of every customer in the area. We collect only the information necessary to provide reliable moving services, use it for clear and lawful purposes, retain it only as long as needed, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal data with care, transparency, and accountability.