Privacy Policy - Man And Van Clapton

This Privacy Policy explains how Man And Van Clapton collects, uses, stores, shares, and protects personal data in connection with services provided to customers in the Clapton area and surrounding local service area. It applies to all Man And Van Clapton customers in area, including individuals who request quotations, make bookings, receive moving or transport services, or otherwise interact with us in relation to our services.

1. Who We Are

Man And Van Clapton is a service provider operating in the removals, transportation, and related logistics sector. For the purposes of the UK GDPR and the Data Protection Act 2018, we act as a data controller in relation to the personal data we collect and use for our own business purposes. Where we process data on behalf of another organisation, we will do so in accordance with applicable instructions and legal requirements.

2. Personal Data We Collect

We collect only the personal data that is relevant and necessary for providing our services, running our business, and meeting legal obligations. Depending on your relationship with us, this may include:

Identity information such as your name and, where necessary, proof of identity;
Contact information such as address, telephone number, and email address;
Service details such as pickup and delivery addresses, property access information, inventory details, and any special handling requirements;
Payment and transaction data such as billing details, payment status, invoices, and records of payments made;
Communication records such as emails, messages, booking notes, and customer service interactions;
Technical and usage data where relevant, including basic information about how you interact with our digital services;
Optional special category data only where absolutely necessary and provided by you, for example information relating to access needs or health-related mobility requirements, and only when required to deliver the service safely.

We do not seek to collect unnecessary personal data. Please do not provide information that is not relevant to the service unless we specifically request it for a lawful and practical reason.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan, manage, and complete moving or transport services;
to communicate with you about your booking, schedule changes, or service requirements;
to process payments, issue invoices, and manage accounting records;
to maintain internal records and improve our operations;
to respond to enquiries, complaints, and claims;
to comply with legal and regulatory obligations;
to protect against fraud, misuse, or unlawful activity;
to establish, exercise, or defend legal rights where necessary.

Where relevant, we may also use data in aggregated or anonymised form for business analysis. Such data no longer identifies any individual and is not treated as personal data.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under data protection law. Depending on the context, our lawful bases include:

Contract – where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you, such as arranging and delivering a service;
Legal obligation – where we must process data to comply with accounting, tax, insurance, safety, or other legal requirements;
Legitimate interests – where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms, such as record keeping, service improvement, fraud prevention, and internal administration;
Consent – where we ask for your clear agreement, for example in limited situations involving optional marketing or certain sensitive information.

Where we rely on legitimate interests, we assess the impact on your privacy and ensure that the processing is proportionate, relevant, and limited to what is necessary.

5. Sharing Your Personal Data

We may share personal data with trusted third parties only where necessary for the purposes described in this policy. These may include:

Payment processors that help us handle transactions securely;
Accountants, bookkeepers, and professional advisers who support our legal and financial obligations;
IT, software, and cloud service providers that support booking, communications, storage, or business administration;
Insurance providers and claims handlers where required in connection with a claim or incident;
Regulators, law enforcement, or courts where disclosure is required by law or is necessary to protect rights and safety.

Any third party acting as a processor will only process personal data on our instructions and must implement appropriate technical and organisational security measures. We do not sell personal data.

6. Processors and Data Handling

We may engage processors to support the operation of our business. Examples of processing functions may include secure data hosting, email management, customer relationship management, invoicing, document storage, and IT support. Each processor is selected with care and is expected to handle data in a lawful, confidential, and secure manner.

Where processors are used, we take steps to ensure that they are bound by written terms covering data protection obligations, confidentiality, security, and deletion or return of data when services end. Man And Van Clapton remains responsible for the overall protection of personal data we control.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, reporting, insurance, and record-keeping requirements. Retention periods depend on the type of information and the reason for processing.

Booking and service records are generally kept for the period needed to manage the customer relationship and resolve any disputes or claims;
Financial and invoice records are retained for the period required under tax and accounting law;
Communication records may be retained for a reasonable period to support customer service and business continuity;
Claims, complaints, and legal records may be retained longer where necessary for the establishment, exercise, or defence of legal claims.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in line with our retention practices. Retention is limited to what is reasonably necessary and not kept indefinitely without justification.

8. Security of Your Data

We take reasonable and appropriate measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, staff awareness, and trusted service provider arrangements.

While no system can be guaranteed to be completely secure, we work to protect your information using safeguards appropriate to the nature of the data and the risks involved.

9. Your Rights Under Data Protection Law

Depending on the circumstances and legal conditions, you may have the following rights in relation to your personal data:

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 request deletion of data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to data portability – to request transfer of data you provided to us, where applicable;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Rights related to automated decision-making – if we ever use it, you may have rights concerning decisions made solely by automated means.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in accordance with applicable law and within the required timeframes.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary and lawful in the context of a service arrangement made by an adult customer. Where we become aware that data has been collected inappropriately, we will take reasonable steps to address it.

11. International Transfers

Where any service provider or processor stores or accesses data outside the UK, we will take appropriate measures to ensure the transfer is lawful and that your data receives a level of protection consistent with applicable data protection requirements. This may include the use of approved contractual safeguards and transfer risk assessments where necessary.

12. Changes to This Privacy Policy

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

13. Contact and Further Information

If you wish to exercise your rights, raise a concern, or ask a question about how we use personal data, you may contact us using the appropriate service channels provided at the time of booking or through our usual business communication methods. We will review legitimate privacy requests and aim to deal with them promptly and fairly.

Summary principle: we collect only necessary data, use it for clear and lawful purposes, retain it for limited periods, share it only with trusted processors where needed, and respect your rights under data protection law.

This Privacy Policy applies to all Man And Van Clapton customers in area.