Privacy Policy - Man And Van Catford

This Privacy Policy explains how Man And Van Catford collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Catford customers in the area, including people requesting quotations, booking removals, arranging deliveries, or otherwise using our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Catford provides man and van, removal, transport, loading, unloading, and related moving services. In the course of delivering these services, we may need to collect and process personal information about customers, their representatives, and, where relevant, third parties connected with a booking.

We only process personal data when we have a valid reason to do so. We do not sell personal data to third parties, and we only share information where it is necessary for the provision of our services, legal compliance, or legitimate business purposes.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity data such as your name, and where applicable, the name of a business or organisation you represent.
Contact data such as address details, email address, and telephone number.
Booking and service data including move dates, pickup and delivery locations, inventory details, access information, and service preferences.
Payment data such as transaction records, payment confirmation, and billing details required to process charges or issue invoices.
Communication data including emails, messages, and notes from calls or correspondence relating to quotations, bookings, complaints, or service updates.
Technical data such as basic device or usage information if you interact with our digital systems, where applicable.
Special category data only where you voluntarily provide it and it is necessary for a specific purpose, for example health or access requirements relating to a move.

We aim to collect only the information needed for a particular service or legal purpose. If you choose not to provide certain data, we may not be able to complete your booking or provide all requested services.

3. How We Collect Data

We collect personal data directly from you when you:

request a quotation;
make a booking or enquiry;
communicate with us by telephone, email, or other means;
provide information during a move or service appointment;
submit feedback, complaints, or support requests;
make a payment or request an invoice.

We may also receive data from third parties where necessary to deliver the service, such as someone arranging a booking on your behalf, a property manager, an estate agent, or a payment provider. In such cases, we expect the third party to have the right to share the information with us.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every processing activity. We rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging transport, calculating quotes, communicating about the service, and completing delivery or removal work.

Legal obligation

We may process information to meet legal and regulatory obligations, including record keeping, tax requirements, accounting duties, and compliance with lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include business administration, service improvement, fraud prevention, and maintaining service records.

Consent

Where required, we rely on your consent, for example if you voluntarily provide certain optional information or agree to specific types of communication. You may withdraw consent at any time where consent is the basis for processing.

Vital interests and public task

These bases will only be used in exceptional circumstances if applicable. In ordinary service delivery, they are not usually relevant.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to carry out removal, transport, loading, and unloading services;
to communicate about timing, access, changes, or issues connected to the service;
to process payments and maintain accounting records;
to respond to questions, complaints, and feedback;
to manage operational planning, staffing, and service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse.

We do not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

6. Processors and Data Sharing

We may share personal data with trusted processors and other parties where necessary. A processor is a third party that processes data on our behalf and under our instructions. Examples may include:

payment service providers;
accounting or bookkeeping providers;
IT and cloud storage providers;
communication and messaging tools;
professional advisers, including legal or insurance advisers;
subcontractors or operational partners involved in fulfilling a booking.

Where we use processors, we take steps to ensure they are bound by appropriate confidentiality and data protection obligations. We require them to process data only for specified purposes and to apply suitable technical and organisational security measures.

We may also disclose personal data if required by law, a court order, a regulator, or a law enforcement authority. If a business transfer, reorganisation, or similar event occurs, relevant personal data may be transferred as part of that process, subject to lawful safeguards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, tax, insurance, and operational requirements. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records are typically retained for a period needed to manage the customer relationship, handle disputes, and maintain business records.
Financial and tax records are retained for the period required by law and accounting rules.
Communication records may be retained for as long as necessary to resolve queries, evidence instructions, or improve service administration.
Optional information that is no longer needed will be securely deleted or anonymised.

When personal data is no longer required, we will take reasonable steps to delete, destroy, or anonymise it securely.

8. Data Security

We use appropriate organisational and technical measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures may include access restrictions, secure storage, staff awareness, and careful handling of records. While no system can be guaranteed completely secure, we take data protection seriously and review our practices regularly.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These 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 – in some circumstances, you can ask us to delete your personal data.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to data portability – where applicable, you can request that your data be provided in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – if we rely on your consent, you may withdraw it at any time.

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 breached. We encourage you to raise concerns so that we can try to resolve them fairly and promptly.

10. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable data protection law. Such safeguards may include adequacy regulations or approved contractual protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the services we provide. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Man And Van Catford is committed to handling customer information responsibly, lawfully, and with respect for privacy. We collect only the data needed to provide our services, we process it on proper legal grounds, we keep it only as long as necessary, and we share it only with trusted processors or where required by law. This policy applies to all Man And Van Catford customers in area, and it is designed to ensure transparency, accountability, and compliance with GDPR principles throughout the service lifecycle.