Man and a Van Fulham Privacy Policy
This Privacy Policy explains how Man and a Van Fulham collects, uses, stores and protects personal data relating to customers and prospective customers in the Fulham area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man and a Van Fulham customers in the Fulham area, including individuals and business clients who use or enquire about our services.
Who We Are and Scope of This Policy
Man and a Van Fulham provides moving, transportation and related services in and around the Fulham area. For the purposes of data protection law, Man and a Van Fulham is the data controller in respect of personal data that we collect and use in connection with our services. This policy covers personal data obtained through service enquiries, bookings, phone calls, written correspondence, and in person when our services are delivered.
Personal Data We Collect
We collect only the personal data that is necessary to provide our services and run our business. The types of personal data we may collect include:
Identification and contact details, such as full name, postal address, service address, billing address, and general correspondence addresses. We also collect general contact details such as preferred communication methods, which may include online or offline channels, where you have chosen to share them with us.
Service and booking details, such as details of the property or premises we are attending, access information you choose to share, move dates and times, origin and destination addresses, inventory notes or descriptions of items to be moved, and any special instructions necessary to carry out the service safely and effectively.
Payment and transaction information, such as details of the services purchased, amounts charged, payment status, and dates of payment. We do not store full payment card details. Where electronic payments are used, these are processed securely by external payment providers who act as data processors on our behalf or as independent controllers, depending on the payment method.
Communication records, such as notes of conversations, messages, or other correspondence regarding quotes, bookings, feedback, complaints, and aftercare. These records help us manage our services, handle queries, and resolve issues.
Technical and usage information, where applicable, such as general information about how you interact with our online materials or digital services, and any basic device or browser information that may be automatically collected to support security, functionality, or service improvement.
How We Use Personal Data and Lawful Bases
We process personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide and manage our services. We use your personal data to issue quotes, confirm and manage bookings, plan routes and schedules, deliver moving and transportation services, and provide customer support. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To communicate with you. We use your contact information to respond to enquiries, send confirmations and updates about your booking, and contact you if there are changes or issues with your service. The lawful basis is performance of a contract and our legitimate interests in providing customer service.
For billing, payments and accounting. We use transaction information to issue invoices, process payments, and maintain accounting and tax records. The lawful basis is performance of a contract and compliance with our legal obligations.
To maintain and improve our business. We may use data to monitor service quality, train staff, manage capacity and logistics, and improve our processes and customer experience. The lawful basis is our legitimate interests in operating and developing our business efficiently and safely.
For legal and regulatory purposes. We may process data where necessary to comply with legal obligations, respond to lawful requests from public authorities, protect our rights, or establish, exercise or defend legal claims.
With your consent. In some cases, we may ask for your consent to use your data for a specific purpose, such as certain optional forms of communication or feedback requests. Where we rely on consent, you can withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.
Data Sharing and Data Processors
We do not sell your personal data. We may share personal data with trusted third parties who act as data processors and assist us in delivering our services and running our business. These may include:
Service partners, such as subcontracted drivers or additional crew, where needed to fulfil your booking. They receive only the information necessary to carry out the service.
Payment and invoicing providers that process payments or manage billing on our behalf. These providers handle your payment information securely in line with industry standards.
IT, hosting and communication providers that support our systems, data storage, email or messaging tools, and security measures.
Professional advisers, such as accountants or legal advisers, where necessary for accounting, auditing, tax or legal matters.
Public authorities or law enforcement agencies, where we are legally required to share data or where sharing is necessary to protect the rights, property, or safety of our business, our staff, or others.
When we use data processors, they are bound by contracts that require them to act only on our instructions, keep data secure and confidential, and comply with data protection law.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required to meet legal, accounting or reporting obligations.
Booking and service records, including contact details, service addresses and job details, are generally kept for a period that allows us to manage repeat business, handle queries and complaints, and meet our tax and accounting obligations. After this period, data is securely deleted, anonymised, or archived where legally required.
Payment and transaction records are retained for the length of time required by tax, financial and regulatory rules, after which they are securely deleted or anonymised.
Correspondence and communication records are kept for a period that allows us to respond to enquiries, manage disputes, and improve our services, then deleted or anonymised when no longer needed.
Where we rely on consent for specific processing, we will retain the relevant data only for as long as consent remains valid or until you withdraw it, unless another lawful basis applies.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricted access to personal data, staff training on confidentiality and data protection, secure storage and systems, and regular review of our security practices.
While we work to protect your data, no system can be completely secure. We therefore cannot guarantee absolute security, but we are committed to reviewing and improving our safeguards on an ongoing basis.
International Transfers
Our core services are provided within the United Kingdom. If we ever need to transfer personal data outside the United Kingdom or European Economic Area, we will ensure that an adequate level of protection is in place, in accordance with data protection law. This may involve using standard data protection clauses or other recognised safeguards.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
The right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is used.
The right to rectification. You can ask us to correct or update inaccurate or incomplete personal data that we hold about you.
The right to erasure. In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the original purpose or where you withdraw consent and there is no other lawful basis for processing.
The right to restrict processing. You can ask us to restrict the use of your data in certain situations, such as while we are reviewing the accuracy of the data or the basis for processing.
The right to data portability. In some cases, you can ask us to provide your personal data in a structured, commonly used and machine readable format so that you can reuse it for your own purposes or transfer it to another organisation.
The right to object. You can object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or the processing is for legal claims.
The right to withdraw consent. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The most recent version will always apply to the personal data we hold and will indicate the date it was last updated.
