Privacy Policy - Man With Van Teddington

This Privacy Policy explains how Man With Van Teddington collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Man With Van Teddington customers in the area, including individuals, households, landlords, tenants, and business clients who enquire about, book, or receive our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read as part of the terms that govern our service relationship with customers.

1. Information We Collect

We may collect and process personal data that is necessary to provide removal and transport services, manage enquiries, fulfil contracts, and meet legal obligations. The data we collect may include the following:

Identity details such as your name and title.
Contact details such as email address and telephone number.
Service details including collection and delivery addresses, property access notes, inventory information, and preferred service dates.
Payment and billing information where required to process invoices or confirm payment arrangements.
Communication records such as messages, call notes, quotations, complaints, and customer service correspondence.
Special instructions relating to fragile items, property restrictions, parking arrangements, or time-sensitive deliveries.
Technical information such as basic device and browser data if you interact with us through digital channels, where applicable.

We generally do not collect more data than is needed to deliver the service safely and efficiently. Where sensitive or special category data is incidentally shared with us, we will only process it where there is a lawful basis and where such processing is necessary and proportionate.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, confirm, and deliver removal or transport services;
to communicate with customers about bookings, changes, delays, or service requirements;
to process payments, manage accounts, and record transactions;
to maintain service records and handle customer support requests;
to improve service quality, planning, and operational efficiency;
to comply with legal, tax, insurance, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to defend or establish legal claims where necessary.

We only use your data in ways that are relevant to the service we provide. We will not use it for unrelated purposes unless we are required or permitted to do so by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, Man With Van Teddington relies on one or more of the following lawful bases:

Contract

Most of the personal data we process is necessary to enter into or perform a contract with you. This includes arranging your move, communicating about the job, and completing delivery or collection services.

Legal Obligation

We may process data where it is necessary to comply with legal duties, including tax, accounting, insurance, health and safety, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where these interests are not overridden by your rights and freedoms. This may include managing our business, improving service delivery, protecting against fraud, and handling customer queries.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or request a particular form of communication. Where consent is used, you may withdraw it at any time.

We do not sell personal data. We only process information that is necessary and proportionate for a lawful purpose.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the nature of the service provided.

Customer and service records are generally retained for a reasonable period after the completion of the job so we can deal with follow-up queries, disputes, or warranty-related issues.
Financial and invoice records are retained for the period required by law for tax and accounting purposes.
Communication records may be retained for a limited period where needed to evidence instructions, resolve complaints, or support our legitimate interests.
Marketing preferences, where applicable, are retained until you object or withdraw consent.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to provide our services or comply with legal obligations. These third parties may act as processors or, in some cases, as independent controllers.

Processors We May Use

Payment providers to process transactions and issue receipts.
IT and hosting providers that support data storage, email, messaging, or document management.
Accounting and bookkeeping providers who help maintain financial records.
Scheduling or administration tools used to manage bookings and customer records.
Vehicle, logistics, or operational support providers where required for service coordination.
Professional advisers such as insurers, legal advisers, or auditors when necessary.

Where we use processors, they are required to handle personal data only on our instructions, keep it secure, and use it only for the agreed purposes. We take reasonable steps to ensure that all service providers meet appropriate data protection standards.

We may also disclose data to public authorities, regulators, courts, or law enforcement bodies where required by law or where necessary to protect our legal rights.

6. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of our handling practices.

Although no system can be guaranteed to be completely secure, we take data security seriously and aim to reduce risks by limiting access to information and using it only when necessary.

7. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place so that your information remains protected in line with UK data protection law. This may include approved contractual protections or transfer mechanisms required by law.

8. Your Rights

As a data subject, you have rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. Your rights include:

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 – you may request deletion of your data where there is no lawful reason to keep it.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to object – you may object to processing based on legitimate interests, including any direct marketing activity.
Right to data portability – you may request that certain data be provided to you or another controller in a structured, commonly used format.
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 respond in accordance with applicable law. We may need to verify your identity before acting on a request.

9. Complaints

If you have concerns about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We also encourage customers to raise concerns with us first so that we can review and address the issue promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is made available.

Last reviewed: this policy is intended to provide a clear summary of how personal data is handled for Man With Van Teddington customers in the area.