Privacy Policy - Man And Van Wapping

This Privacy Policy explains how Man And Van Wapping collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man And Van Wapping customers in the area, including anyone who requests a quote, books a service, communicates with us, or uses our services in any way.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. We only collect and use information that is necessary to provide our services, manage our business, and meet legal obligations.

1. Data We Collect

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

Identity details: name, title, and, where relevant, business name.
Contact details: phone number, email address, billing address, and service address.
Booking and service information: moving date, collection and delivery locations, property access details, inventory information, and instructions related to the move.
Payment and transaction data: payment status, invoices, and records of payments made.
Communication records: emails, call notes, messages, and any feedback or complaints you provide.
Technical data: limited information such as device type, browser data, and general usage logs if you interact with our digital systems.
Special category data: we do not seek to collect special category data unless you choose to provide it and it is strictly necessary for the service, such as access requirements linked to health or mobility.

We normally collect personal data directly from you when you request a quote, make a booking, or communicate with us. In some cases, we may receive information from third parties such as landlords, agents, business clients, or payment providers when required to complete the service.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to carry out removal, delivery, packing, loading, and related services;
to communicate with you about service arrangements, scheduling, and operational updates;
to process payments, issue invoices, and maintain financial records;
to respond to enquiries, complaints, and service issues;
to improve our operations, customer service, and service quality;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business against fraud, misuse, or unlawful activity.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. We rely on the following legal grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and handling payment administration.

Legal Obligation

We process personal data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, and other regulatory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include managing our operations, preventing fraud, improving services, and keeping internal records. We always assess whether our interests are appropriate and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information that is not required for the contract or where consent is the most appropriate basis. If we rely on consent, you may withdraw it at any time.

4. Retention of Personal Data

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

Booking and service records: retained for a reasonable period after completion of the service to handle queries, complaints, and administrative matters.
Financial and tax records: retained for the period required by law.
Communication records: retained for as long as needed to manage customer service or business review purposes.
Technical logs: retained only for a limited time and deleted or anonymised when no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our internal procedures.

5. Processors and Third Parties

We may use trusted third parties, known as processors, to help us deliver our services and operate our business. These processors only act on our instructions and are required to protect personal data appropriately.

Examples of processors and third parties may include:

Payment service providers: for processing card or electronic payments.
Accounting and bookkeeping providers: for invoicing, financial administration, and tax compliance.
IT and cloud service providers: for secure storage, email, scheduling, and business systems.
Customer communication tools: for managing messages, quotes, and service updates.
Professional advisers: including accountants, auditors, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or to protect our rights, staff, customers, or property. We do not sell your personal data.

6. International Transfers

If any of our processors store or process data outside the UK, we will take appropriate steps to ensure that your personal data remains protected. This may include using recognised safeguards such as adequacy regulations, standard contractual clauses, or equivalent legal protections.

7. Security of Your Data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and the limitation of access to people who need it for legitimate business purposes.

However, no system is completely secure, and while we work hard to protect your information, we cannot guarantee absolute security.

8. Your Rights Under GDPR

You have certain rights in relation to your personal data. Subject to legal limitations, these may include:

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

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

9. Complaints

If you are concerned about how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

10. 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. Any revised version will apply from the date it is published or otherwise made available. We recommend reviewing this policy periodically to stay informed about how we protect your data.

By using Man And Van Wapping services, you acknowledge that you have read and understood this Privacy Policy. We are committed to processing personal data responsibly, respectfully, and in line with applicable data protection laws.

Important note: This policy is intended for customers using Man And Van Wapping services in the local area and is designed to reflect standard GDPR principles of transparency, minimisation, and accountability.