Privacy Policy - Man And Van Clapton

This Privacy Policy explains how Man And Van Clapton collects, uses, stores, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man And Van Clapton customers in area, including individuals and businesses 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.

1. Who We Are

Man And Van Clapton provides man and van, removal, transport, collection, and delivery services. For the purposes of data protection law, we act as the data controller when we determine the purpose and means of processing personal data collected through our services, communications, and booking arrangements.

We take privacy seriously and apply appropriate technical and organisational measures to protect your information. This policy should be read together with any service terms that apply to your booking or enquiry.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us. The information we collect may include:

Identity details such as your name and, where relevant, company name.
Contact details such as phone number, email address, and service address.
Booking information such as the date, time, collection and delivery locations, property access notes, item descriptions, and service preferences.
Payment and billing information where needed to process invoices, payments, or refunds.
Communication records including messages, booking enquiries, complaint details, and service feedback.
Technical information if you contact us through digital systems, such as device type, browser information, and basic usage data.
Special instructions relevant to the safe and efficient performance of the service, such as fragile items, parking instructions, or access arrangements.

We aim to collect only the information that is necessary for the service requested. You should only provide information that is accurate and relevant to your booking or enquiry.

3. How We Use Your Personal Data

We use personal data to deliver our services and manage our business operations. This may include:

responding to enquiries and providing quotations;
confirming and managing bookings;
planning, carrying out, and completing transport or removal services;
processing payments, issuing invoices, and managing accounts;
communicating changes, updates, or service-related notices;
handling complaints, disputes, and insurance-related matters;
maintaining internal records and service history;
meeting legal, tax, accounting, and regulatory obligations;
protecting the security of our operations, staff, customers, and property.

We do not use your personal data for purposes that are incompatible with the reason it was collected, unless we have a lawful basis to do so and have informed you where required.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under the UK GDPR. Depending on the situation, our lawful basis may be one or more of the following:

Contract

Contract is the main lawful basis where processing is necessary to enter into or perform a contract with you. This includes providing quotes, arranging bookings, delivering services, issuing invoices, and managing payment arrangements.

Legal Obligation

We may process personal data where necessary to comply with a legal obligation, such as tax, accounting, or record-keeping requirements, or where disclosure is required by law.

Legitimate Interests

We may rely on legitimate interests where processing is necessary for our business operations and is not overridden by your rights and freedoms. Examples include service management, fraud prevention, maintaining business records, improving our services, and protecting our property and personnel. When we rely on this basis, we assess the impact on your privacy and ensure that appropriate safeguards are in place.

Consent

Where required, we may ask for your consent, for example if we need to use your information for a specific optional purpose. If processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

5. Sharing Your Personal Data with Processors

We may share personal data with trusted third parties that act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

payment service providers and invoicing tools;
booking, scheduling, or customer management systems;
IT support, hosting, and data storage providers;
professional advisers such as accountants, insurers, or legal advisers;
subcontractors or service partners involved in completing a job, where necessary;
authorities, regulators, or emergency services if required by law or where necessary to protect rights, safety, or property.

We require processors to apply appropriate security measures and to process data only for the purposes specified by us. We do not sell personal data.

6. Data Retention

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

In general, we may retain:

booking and service records for a reasonable period to manage enquiries, complaints, or follow-up matters;
financial records for the period required by tax and accounting law;
communication records for as long as needed to resolve disputes or maintain service history;
consent records for as long as necessary to evidence the consent given and its withdrawal, if applicable.

When data is no longer needed, we will delete, anonymise, or securely destroy it. We may retain limited information where necessary to comply with legal obligations or defend legal claims.

7. Data Security

We use reasonable physical, technical, and organisational safeguards to protect personal data against unauthorised access, accidental loss, misuse, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality expectations, and controlled sharing with processors.

Although we take security seriously, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will assess the situation and take appropriate steps in line with our legal obligations.

8. International Transfers

If any processor or service provider stores or processes personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place as required by data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. Your Rights

You have a number of rights under data protection law. These rights may apply depending on the circumstances and the lawful basis for processing. They include:

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 information.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format, where applicable.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

To exercise your rights, you may need to provide enough information to verify your identity. We will respond within the time limits required by law and may refuse requests where legal exemptions apply.

10. Complaints and Further Information

If you have concerns about how your personal data is handled, we encourage you to raise them with us first so we can review and address the issue. You also have the right to lodge a complaint with the UK data protection authority if you believe your data protection rights have been infringed.

This policy may be updated from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is issued. We encourage you to review this policy periodically so you remain informed about how your personal data is handled.

In summary: Man And Van Clapton processes personal data only where lawful, keeps it secure, retains it for no longer than necessary, shares it only with appropriate processors, and respects the rights of all customers in area.