Privacy Policy - Man And Van Greenwich

This Privacy Policy explains how Man And Van Greenwich collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related moving services. It applies to all Man And Van Greenwich customers in the Greenwich area, including anyone who enquires about, books, receives, or pays for our services. We are committed to handling personal data in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Greenwich acts as the data controller for personal data collected in connection with our services. This means we decide how and why your personal data is used. We take privacy seriously and only process data that is necessary to manage enquiries, complete bookings, provide services, and meet legal or operational obligations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact information including phone number and email address.
Service details such as collection and delivery addresses, move dates, property access notes, item lists, and special handling instructions.
Payment and billing information required to process invoices, receipts, and payment records.
Communication records including enquiries, messages, complaints, feedback, and service updates.
Technical and usage information if you interact with our online systems, such as device type or basic usage logs, where applicable.
Business and transaction data relating to quotes, bookings, service history, and records of completed work.

We do not intentionally collect more information than is needed to deliver our services. We also do not seek to collect special category data unless it is voluntarily provided by you and necessary for a specific purpose, for example where a delivery instruction incidentally reveals health-related access needs. In such cases, we will only process that information where permitted by law and where it is required for the service.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, manage, and deliver moving or transport services.
To communicate with you about schedules, changes, delays, or service requirements.
To issue invoices, process payments, and keep financial records.
To maintain internal records and service history.
To deal with complaints, claims, disputes, or legal matters.
To improve our operations, planning, and customer service.
To comply with legal obligations such as tax, accounting, or insurance requirements.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that this is permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing removals, and handling payment.

Legal Obligation

We process certain data where we must comply with legal requirements, such as accounting rules, tax obligations, fraud prevention, or insurance-related records.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes business administration, service improvement, record keeping, and defending or establishing legal claims.

Consent

In limited circumstances, we may rely on your consent, for example for certain optional communications or where special categories of information are provided for a specific and clearly explained purpose. You can withdraw consent at any time where consent is the lawful basis, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary to provide our services or meet legal obligations. These may include:

Payment processors who handle transactions securely.
Accounting or bookkeeping providers who support financial administration.
IT and cloud service providers who store or secure business records.
Communication platforms used to send service-related messages.
Insurance providers, legal advisers, or dispute resolution bodies where required for claims or compliance.
Subcontractors or operational partners involved in fulfilling a service booking, where necessary.

All processors are required to act only on our instructions, to use appropriate security measures, and to keep personal data confidential. We do not sell personal data. If data is shared with independent controllers, such as regulators or law enforcement, they will handle the information according to their own legal responsibilities.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

Enquiry data may be kept for a limited period if no booking follows, so that we can manage follow-up communication and maintain records.
Booking and service records are usually retained for as long as needed to manage the contract and address any disputes or claims.
Financial and tax records are retained for the period required by law.
Complaint or incident records may be kept longer where necessary to resolve issues or defend legal claims.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of information shared with third parties. While no system can be guaranteed to be completely secure, we work continuously to reduce risk and protect your information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits, but we will always consider your request carefully and respond within the required timeframe.

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete data.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data in a structured, commonly used format.
Right to withdraw consent – where consent is used, you can withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We would appreciate the chance to address any concern directly first, but this is not required.

9. Automated Decision-Making

We do not make decisions about you solely by automated means that produce legal or similarly significant effects. If this changes in the future, we will update this policy and explain the logic involved, as well as your rights in relation to such processing.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

11. Summary of Our Commitment

Man And Van Greenwich is committed to protecting the privacy of every customer in the Greenwich area. We only collect data that is relevant and necessary, we process it on a lawful basis, we share it responsibly with trusted processors, and we keep it only for as long as needed. We also respect your rights and aim to manage all personal information with care, transparency, and accountability.

By using our services, making an enquiry, or booking with Man And Van Greenwich, you acknowledge that this Privacy Policy applies to you.