Privacy Policy - Man And Van New Cross

This Privacy Policy explains how Man And Van New Cross collects, uses, stores, shares, and protects personal data in connection with our moving, transport, packing, and related services. It applies to all Man And Van New Cross customers in the New Cross area, including people who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van New Cross provides local removal and transportation services for homes, flats, offices, and other premises. In the course of delivering our services, we may process information about customers, booking contacts, recipients, and other individuals connected with a job. This policy is intended to help you understand what data we collect and why, how long we keep it, and what rights you have over it.

2. Personal Data We Collect

We collect only the data needed to provide our services efficiently and safely. The exact information may vary depending on the type of job, but it may include the following:

Identity details such as your name or the name of a business representative.
Contact details including address, telephone number, and email address.
Service information such as pickup and delivery addresses, job dates, access notes, inventory lists, and special handling requirements.
Payment and billing information needed to process charges, record transactions, or issue invoices.
Communication records such as enquiry messages, booking notes, complaints, or service updates.
Technical information if you use our online systems, such as device and browser details or basic usage data.
Security information if required for site access, verification, or fraud prevention.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it, for example where it is relevant to access needs or instructions that affect the moving service. Where possible, we encourage you to avoid sharing sensitive personal information unless it is essential to the service.

3. How We Use Your Data

We use personal data for legitimate business purposes connected with providing moving services and maintaining customer relationships. These uses may include:

Preparing quotations and confirming bookings.
Planning routes, scheduling jobs, and allocating staff or vehicles.
Providing packing, loading, transport, unloading, and related support.
Communicating about service updates, delays, changes, or follow-up matters.
Issuing invoices, managing payments, and maintaining financial records.
Handling complaints, claims, disputes, or requests for information.
Meeting legal, regulatory, accounting, and insurance obligations.
Protecting our business, staff, customers, and property from fraud or misuse.

We only use data for purposes that are compatible with the reason it was collected. Where we need to use data for a new purpose, we will ensure that we have a lawful basis and will provide additional information if required.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Man And Van New Cross relies on one or more of the following lawful bases:

a. Performance of a Contract

We process data when it is necessary to provide a quote, accept a booking, complete a move, manage payment, or otherwise perform our agreement with you. Without this information, we may not be able to deliver the service you requested.

b. Legal Obligation

We may process and retain certain records to comply with tax, accounting, consumer protection, employment, safety, and other legal requirements.

c. Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing bookings, improving service quality, preventing fraud, responding to customer enquiries, and keeping records of completed jobs. We always consider whether the processing is proportionate and appropriate.

d. Consent

In limited cases, we may rely on your consent, for example where it is needed for certain optional communications or the handling of information that is not required for the core service. When consent is used, you can withdraw it at any time.

5. Sharing Your Information

We may share personal data with selected third parties when necessary to run our services responsibly and lawfully. Such sharing may include the following categories of recipients:

Service providers and processors who support administration, booking management, communications, accounting, IT, or payment handling.
Professional advisers such as legal, accounting, or insurance advisers where needed for compliance or claims management.
Public authorities where disclosure is required by law, court order, or another legal process.
Subcontractors or operational partners involved in delivering part of a moving job, subject to appropriate data protection safeguards.

We require third parties that process data on our behalf to act only on our instructions, to use appropriate security measures, and to keep information confidential. We do not sell personal data.

6. Processors

Where external organisations process personal data on our behalf, they act as processors. These may include providers of scheduling tools, communication services, cloud storage, accounting systems, customer record systems, and payment support services. Before engaging a processor, we assess whether they can meet GDPR requirements for security, confidentiality, and lawful processing.

Processors may only use personal data for the purposes set out in our agreement with them. They must not use the data for their own unrelated purposes. We take reasonable steps to ensure that all processors have suitable technical and organisational safeguards in place, including access controls, secure storage, and staff confidentiality obligations.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods vary depending on the type of record:

Booking and service records are retained for as long as needed to manage the job and any subsequent issues.
Financial and invoice records are retained for legal, tax, and accounting purposes.
Correspondence and complaint records are kept for a period that allows us to respond to queries, defend claims, or resolve disputes.
Technical and security logs may be kept for a shorter period unless needed for investigation or legal purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain data for a longer period where required by law or where it is necessary to establish, exercise, or defend legal claims.

8. Security of Personal Data

We take the security of personal data seriously and use appropriate measures to protect it against unauthorised access, loss, alteration, or disclosure. These measures may include access restrictions, secure systems, staff awareness, and procedures for handling data carefully. While no system is completely risk-free, we work to reduce the risk of misuse and to respond promptly to any suspected incident.

9. Your Rights

As a customer or data subject, you have rights under data protection law. Subject to certain legal conditions, these may include the following:

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

We may need to verify your identity before responding to a request. We aim to deal with rights requests within the time limits set by law. If a request cannot be fully granted, we will explain why.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental to providing a service and is necessary for practical reasons, such as access or delivery instructions. If we become aware that we have collected data without an appropriate basis, we will take steps to remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updates will apply from the date they are made effective. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Key Points

Man And Van New Cross collects only the information needed to provide moving services, manage bookings, and meet legal obligations. We process data using lawful bases such as contract, legal obligation, legitimate interests, and occasionally consent. We share data only with appropriate processors or other third parties when necessary and with safeguards in place. Personal data is retained only for as long as needed, and customers have strong rights over their information under GDPR.