Privacy Policy - Man And Van Wapping

This Privacy Policy explains how Man And Van Wapping collects, uses, stores, shares, and protects personal data relating to customers, prospective customers, and other individuals who use our moving, delivery, packing, and related services. This policy applies to all Man And Van Wapping customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our business.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. We respect privacy rights and take appropriate steps to ensure that personal information is used only for legitimate business purposes and retained only for as long as necessary.

1. Information We Collect

We collect personal data directly from you, from third parties where necessary, and automatically when you interact with our services. The type of information we collect depends on the nature of the service requested.

Information you provide to us

• Identity details: name, title, and any relevant account or booking identifiers.
• Contact details: telephone number, email address, and service address.
• Service information: collection and delivery addresses, move dates, item descriptions, access details, parking notes, and special handling requirements.
• Payment information: billing details, payment confirmations, and transaction records. We do not intentionally store full card details where payment processing is handled securely by third-party providers.
• Communication records: emails, messages, call notes, complaints, and feedback.
• Business details: where you are booking on behalf of a company, relevant company contact information and instructions.

Information collected automatically

When you visit or interact with our digital services, we may collect technical and usage data such as IP address, browser type, device information, pages viewed, timestamps, and referral data. This information is generally used for security, service improvement, troubleshooting, and analytics.

Information from third parties

We may receive information from subcontractors, payment providers, referral partners, or property managers where necessary to deliver the service, manage a booking, or resolve a query. We only use third-party information in ways that are consistent with this Privacy Policy and applicable law.

2. How We Use Personal Data

Man And Van Wapping uses personal data for the following purposes:

• to provide quotes and manage bookings;
• to plan, deliver, and complete removals, transport, packing, and related services;
• to communicate with customers about service arrangements, changes, delays, and confirmations;
• to process payments, refunds, and accounting records;
• to maintain internal records and service history;
• to deal with complaints, disputes, and insurance-related matters;
• to ensure operational safety, fraud prevention, and security;
• to meet legal, tax, and regulatory obligations;
• to improve our services, customer experience, and operational efficiency.

We only process data to the extent necessary for the relevant purpose. Where possible, we use data minimisation principles and avoid collecting information that is not needed.

3. Lawful Basis for Processing

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

Contract

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

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, record keeping, customer support, and business improvement.

Legal obligation

We process certain data where needed to comply with legal or regulatory obligations, such as tax record retention, accounting requirements, insurance documentation, or lawful requests from public authorities.

Consent

In limited cases, we rely on your consent, for example where specific optional marketing communications are involved. If we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary to deliver our services, administer our business, or comply with legal obligations. These third parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

• Payment processors: to handle secure transactions and refunds.
• IT and cloud service providers: to store data, manage systems, and support communications.
• Accounting and bookkeeping providers: to assist with invoicing, tax, and financial records.
• Customer communication tools: to send service-related messages and manage enquiries.
• Subcontractors and operational partners: where needed to complete part of a removal or delivery service.
• Professional advisers: such as insurers, lawyers, or auditors, where required.

Where processors are used, we require them to protect personal data, use it only for specified purposes, and implement appropriate technical and organisational security measures. We aim to ensure that any sharing is limited to what is necessary and proportionate.

We may also disclose personal information where required by law, court order, regulatory request, or to protect our rights, our customers, or others in the event of a serious issue such as fraud or security risk.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, and insurance requirements.

• Booking and service records: retained for a period appropriate to customer service, dispute handling, and business administration.
• Financial and tax records: retained for the period required by law.
• Communication records: retained for as long as needed to manage enquiries, complaints, or follow-up issues.
• Technical data: retained for a limited period unless needed longer for security or legal reasons.

When data is no longer needed, we securely delete, anonymise, or otherwise dispose of it in a safe and lawful manner. The exact retention period may vary depending on the type of data, the service provided, and the legal basis for keeping it.

6. Your Rights

As a data subject, you have rights under data protection law. These rights may be exercised subject to certain conditions and legal exceptions.

Your key rights include:

• Right of access: to obtain confirmation of whether we process your data and receive a copy of it.
• Right to rectification: to correct inaccurate or incomplete personal data.
• Right to erasure: to request deletion of data in certain circumstances.
• Right to restrict processing: 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 information in a commonly used, machine-readable format where applicable.
• Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

To protect privacy and security, we may need to verify your identity before responding to a request. We aim to respond within the time limits set by law.

7. Security of Personal Data

We take the security of personal data seriously and use suitable technical and organisational measures designed to protect against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

Although we take reasonable steps to protect personal data, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will assess the risk and take appropriate action in line with legal requirements.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that the data remains protected to a standard consistent with applicable law. Such safeguards may include adequacy regulations or approved contractual protections.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their data is handled.

10. Summary of Our Commitment

Man And Van Wapping is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide reliable moving and related services, use it for clear and legitimate purposes, share it only when necessary with trusted processors, and retain it only for as long as required. We also respect the rights of every customer in the area and aim to handle all personal information responsibly and securely.