Privacy Policy - Man And Van Fulham

This Privacy Policy explains how Man And Van Fulham collects, uses, stores, shares, and protects personal data in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Man And Van Fulham customers in the area, including anyone who requests, books, receives, or enquires about our moving and van services. We are committed to handling personal information fairly, lawfully, and transparently, and to respecting the privacy rights of every individual whose data we process.

1. Who We Are

Man And Van Fulham provides moving, transport, and related services to customers within the Fulham area and surrounding locations. In the course of delivering these services, we act as a data controller for personal data that we collect and determine how and why it is used. This policy sets out the categories of data we process, the lawful bases we rely on, how long we retain information, the types of service providers that may handle data on our behalf, and the rights available to you under data protection law.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision and management of our services. Depending on the nature of your interaction with us, we may collect the following information:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details including address, email address, and telephone number.
Booking and service information such as service dates, collection and delivery addresses, item descriptions, property access details, and special instructions.
Payment information required to process transactions, issue invoices, and manage accounting records.
Communication records including emails, messages, call notes, and any feedback or complaints you submit.
Technical data such as basic website usage or device information where applicable, if you interact with our online services.
Insurance or claims information where a service issue, damage claim, or dispute needs to be assessed.

We do not intentionally collect special category data unless you choose to provide it in the course of a query or complaint and it is necessary for handling your request. Where such data is provided, we process it only with appropriate safeguards and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for specific and limited purposes connected with our business operations. These purposes include:

responding to enquiries and providing quotations;
processing bookings and arranging services;
delivering moving and van services safely and efficiently;
communicating service updates, changes, or confirmations;
managing payments, refunds, invoicing, and accounting;
handling complaints, claims, and disputes;
meeting legal, tax, and regulatory obligations;
improving our services, procedures, and customer experience;
maintaining records for business administration and security.

We process your data only to the extent that it is necessary for these purposes and we do not use it in ways that are incompatible with the reason it was originally collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Man And Van Fulham relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, confirming bookings, delivering services, and handling billing or service communications.

Legal Obligation

Some information must be retained or processed to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include improving our operations, preventing fraud, maintaining business records, and managing customer service matters. Where legitimate interests are relied upon, we consider the nature of the processing, the impact on individuals, and appropriate safeguards.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific types of processing not covered by other lawful bases. When consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, to comply with legal requirements, and to resolve disputes. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records are generally retained for a reasonable period after the service is completed to support administration, customer care, and dispute resolution.
Payment and accounting records are retained for the period required by tax and financial laws.
Communication records may be kept for as long as needed to evidence arrangements, handle complaints, or maintain service history.
Claims or incident records may be retained longer where necessary for insurance or legal purposes.

When data is no longer required, it is securely deleted, anonymised, or destroyed in a manner that protects confidentiality. We do not keep personal data indefinitely.

6. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and only for legitimate business reasons. These third parties act as processors or independent controllers depending on the service provided. Where a processor is used, it is bound by a contract requiring appropriate security measures and lawful handling of data.

Typical categories of processors and recipients include:

Payment service providers for processing transactions securely.
Accounting and bookkeeping providers for financial administration and compliance.
IT, hosting, and cloud service providers for secure data storage, system maintenance, and technical support.
Communication service providers for sending emails, confirmations, or administrative messages.
Insurance providers, loss adjusters, or legal advisers where a claim, dispute, or legal matter requires review.
Regulatory, tax, or law enforcement bodies when disclosure is required by law.

We do not sell personal data. If data is transferred outside the UK or EEA, we ensure that appropriate safeguards are in place to protect it in line with applicable law.

7. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access based on operational need. While no system can be guaranteed completely secure, we continuously review our practices to reduce risk and protect customer information.

8. Your Rights Under GDPR

As a data subject, you have rights in relation to your personal data. Subject to legal limitations and verification of identity, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent where processing relies on consent;
Complain to the relevant data protection authority if you believe your rights have been infringed.

To protect your information, we may ask for details necessary to verify your identity before responding to a request. We will respond within the time limits set by data protection law and will do our best to address your concerns promptly and fairly.

9. Children’s Data

Our services are intended for adults arranging removals, transport, or related services. We do not knowingly collect personal data from children except where it is incidentally included in a service-related communication or necessary for a lawful reason. If we become aware that we have collected information from a child without an appropriate basis, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the nature of our services. 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 their data is handled.

11. Summary of Our Commitment

Man And Van Fulham is committed to processing personal data responsibly, securely, and in line with the GDPR principles of lawfulness, fairness, transparency, minimisation, accuracy, storage limitation, integrity, and accountability. This policy applies to all Man And Van Fulham customers in area and is designed to ensure your information is handled with care, only for valid business purposes, and with respect for your privacy rights.