Privacy Policy - Man With Van Croydon

This Privacy Policy explains how Man With Van Croydon collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Croydon customers in the Croydon area, including individuals and businesses who request removals, man and van transport, packing support, delivery assistance, or related services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Croydon provides local moving and transport services. In the course of providing these services, we may act as a data controller for personal information that is collected directly from customers, potential customers, and other individuals connected to a booking. This policy describes how personal information is managed when you use our services or interact with us.

2. Personal Data We Collect

We only collect information that is necessary for arranging, carrying out, and managing our services. Depending on the service requested, this may include:

Identity details such as your name and title
Contact details such as your phone number, email address, and address
Booking information such as moving date, pickup and delivery locations, property access details, inventory, and service preferences
Payment information such as billing details, payment status, and transaction records
Communications such as messages, call notes, and correspondence relating to quotes, bookings, complaints, or service updates
Service records such as instructions, job notes, and evidence needed to complete the move
Website or technical information if you interact with online forms or digital tools, such as IP address or device data where applicable

We do not seek to collect special category data unless it is necessary and you choose to provide it. Please do not share sensitive personal information unless it is relevant to the service and required for the booking.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and arrange moving services
To confirm and manage bookings
To communicate about schedules, access, and service requirements
To complete payments, issue invoices, and maintain business records
To respond to questions, complaints, and requests
To improve service quality, planning, and operational efficiency
To meet legal, regulatory, accounting, and insurance obligations
To prevent fraud, misuse, or unlawful activity

We use data only where it is necessary and proportionate. We do not sell personal data.

4. Lawful Basis for Processing

Under UK data protection law, we must have a lawful basis to process personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote, confirming a booking, carrying out the move, and handling payment-related administration.

Legal Obligation

We may process and retain certain records to comply with laws relating to tax, accounting, insurance, health and safety, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is reasonable and necessary for our legitimate business interests, provided your rights do not override those interests. This may include service planning, internal record keeping, quality control, security, and responding to customer enquiries.

Consent

In limited cases, we may rely on your consent, for example where you agree to receive certain optional communications. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as processors or independent controllers depending on the circumstances. We only share the information necessary for the relevant task and expect all recipients to handle data securely and lawfully.

Typical processors may include:

Payment service providers
Accounting and bookkeeping services
IT, hosting, and data storage providers
Communication tools used for email, messaging, or booking administration
Professional advisers such as insurers, auditors, or legal advisers where needed

We may also disclose information if required by law, court order, or a lawful request from a public authority. If a third party processes data on our behalf, they must only act on our instructions and must apply appropriate security measures.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of record and the reason it is held. In general:

Booking and customer service records are retained for a period needed to manage the relationship and resolve disputes
Invoice, tax, and accounting records are retained for the legally required period
Communication records may be retained for operational, evidential, or contractual purposes
Data collected for consent-based marketing or optional updates is retained until consent is withdrawn or no longer relevant

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

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and supplier due diligence. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal conditions and exemptions:

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 ask us to delete your data in certain circumstances
Right to restriction – 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
Right to data portability – you can request transfer of certain data where processing is based on consent or contract and carried out by automated means
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

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

9. International Transfers

Where personal data is transferred outside the UK, we will take appropriate steps to ensure an adequate level of protection. This may include relying on approved safeguards, contractual protections, or decisions recognising adequate protection.

10. Children’s Data

Our services are intended for adults or organisations arranging moving services. We do not knowingly collect personal data from children unless it is necessary in connection with a booking and provided by an adult responsible for the arrangement.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we handle personal data. Any revised version will apply from the date it is published or communicated to you. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Key Points

In summary, Man With Van Croydon collects only the personal data needed to provide moving and transport services, manage bookings, and meet legal obligations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, where relevant, consent. We may share data with trusted processors such as payment, IT, accounting, and communication providers. We keep data only as long as necessary and respect your rights under data protection law.

By using Man With Van Croydon services in the Croydon area, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.