Privacy Policy - Man With Van Wapping

Man With Van Wapping is committed to protecting the privacy and personal data of all customers in the Wapping area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing moving, transport, and related services. It applies to all Man With Van Wapping customers in the area, including individuals, households, landlords, tenants, and businesses that request our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to explain your rights clearly and transparently.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage customer relationships, and meet legal obligations. The types of information we may collect include:

Identity details such as your name and title
Contact details including your address, email address, and telephone number
Service details such as move date, collection and delivery addresses, item lists, and access information
Payment-related information such as billing details and transaction records
Communication records including emails, calls, messages, and service enquiries
Usage and technical data if you interact with our digital systems, such as device information, IP address, and browser activity
Special instructions relevant to your move, such as parking restrictions, fragile items, or accessibility needs

We may also collect limited information from third parties, such as booking platforms, referral partners, property managers, or payment service providers, where this is necessary to arrange or complete a service.

2. How We Use Personal Data

We use personal data only for legitimate and specified purposes. These include:

Providing quotes and managing bookings
Delivering removal, transport, loading, and unloading services
Handling payment, invoicing, and refund processing
Communicating with you before, during, and after a move
Managing complaints, claims, and customer support requests
Meeting insurance, tax, accounting, and legal obligations
Maintaining service quality, internal records, and business reporting
Protecting against fraud, misuse, or security incidents

We will only use your information in ways that are fair, lawful, and transparent. We do not sell personal data.

3. Lawful Basis for Processing

We process personal data under one or more lawful bases set out in the UK GDPR. These include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, processing payments, and completing your move.

Legal Obligation

Some data must be processed to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

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, customer support, and business improvement.

Consent

Where required by law, we will ask for your consent before using your data for specific purposes. If we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, only where necessary and appropriate. These may include:

Payment processors to handle card or online transactions
Accounting and bookkeeping providers for financial administration
Insurance providers for claims handling and risk management
IT and cloud service providers that support secure data storage and business systems
Communication providers that help us manage emails, messaging, or telephone systems
Professional advisers such as lawyers, accountants, or auditors
Public authorities where disclosure is required by law

All processors are required to protect personal data, process it only on our instructions, and maintain appropriate technical and organisational security measures. We do not permit them to use your data for their own purposes unless they are acting as independent controllers and have their own lawful basis.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, or insurance requirements.

Booking and customer records are typically retained for the duration of the service relationship and for a reasonable period afterwards
Financial records are normally retained for the period required by tax and accounting law
Complaints, claims, and dispute records may be kept for longer where needed to resolve issues or defend legal claims
Consent-based data will be deleted or anonymised when consent is withdrawn, unless another lawful basis applies

When data is no longer required, we will securely delete, anonymise, or destroy it.

6. Data Security

We use appropriate safeguards to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and restricted sharing with processors. While no system can be completely secure, we aim to maintain a level of protection appropriate to the risks involved.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to conditions and exemptions.

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 data
Right to erasure - you can ask us to delete your data in certain circumstances
Right to restrict processing - you can ask us to limit how we use your data in certain cases
Right to data portability - you can request certain data in a structured, commonly used format
Right to object - you can 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

If you wish to exercise any of these rights, we will respond within the legal time limits and may need to verify your identity before taking action.

8. Marketing and Communications

We may send service-related communications that are necessary for bookings, quotes, or support. We will only send marketing messages where permitted by law and, if required, where you have given consent. You can opt out of marketing communications at any time. Opting out will not affect essential service messages.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect your information. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for the arrangement of a service and provided by an adult customer or authorised representative. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

12. Summary of Key Principles

In handling personal data, Man With Van Wapping follows the core principles of data protection law:

Lawfulness, fairness, and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality
Accountability

We take these principles seriously because privacy is an essential part of providing a trustworthy moving service. This Privacy Policy applies to all Man With Van Wapping customers in the area and is intended to ensure that your personal data is handled with care, respect, and in line with applicable law.