Privacy Policy - Man With A Van Welling

Man With A Van Welling is committed to protecting the privacy of all customers and prospective customers in the Welling area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide removals, transport, courier, and associated moving services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Man With A Van Welling customers in the area, including private individuals, households, landlords, tenants, and business customers who use our services or interact with us in connection with a booking, quotation, enquiry, or service delivery.

1. Who We Are

For the purposes of data protection law, Man With A Van Welling acts as the data controller for personal data we collect and use in the ordinary course of our business. This means we decide why and how your personal data is processed.

We only process personal data where we have a lawful basis to do so and where doing so is necessary, proportionate, and relevant to the services we provide.

2. Personal Data We Collect

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

Identity data such as your name, title, and company name if applicable.
Contact data such as your address, email address, and telephone number.
Booking and service data such as moving date, collection and delivery addresses, inventory details, special handling requirements, parking or access instructions, and service notes.
Payment data such as payment confirmation details, invoice records, and transaction references. We do not store full card details unless explicitly necessary and lawfully permitted.
Correspondence data such as messages, call notes, complaints, feedback, and any records of communications relating to a service.
Technical data such as basic website or device information if you submit an enquiry through an online form, including IP address, browser type, and time of interaction, where applicable.
Service-related special instructions including access needs, item fragility, or other information you choose to provide to help us complete the job safely and effectively.

We normally collect personal data directly from you. In some cases, we may receive information from third parties where this is necessary to fulfil a booking, such as a landlord, estate agent, business customer, or payment provider.

3. How We Use Personal Data

We use personal data only for legitimate operational and legal purposes, including:

providing quotations and responding to enquiries;
planning, arranging, and delivering moving or transport services;
communicating with you before, during, and after a booking;
processing payments and maintaining financial records;
handling complaints, claims, or disputes;
maintaining business records and service logs;
protecting against fraud, misuse, or unsafe working conditions;
complying with legal and regulatory obligations.

We will not use your personal data in ways that are incompatible with the purposes for which it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing personal data:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, delivery arrangements, invoicing, and service communications.

Legal Obligation

We may process and retain certain information where required by law, including for tax, accounting, insurance, and record-keeping purposes.

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 management, internal administration, fraud prevention, quality control, and improving our operations.

Consent

In limited cases, we may rely on your consent, for example where we use optional marketing communications or process information not otherwise covered by another lawful basis. Where consent is used, you can withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties known as processors or service providers, only where necessary and under appropriate data protection safeguards. These may include:

Payment processors who handle transactions securely;
Accountants and bookkeeping providers for financial administration and compliance;
IT and cloud service providers who support our business systems and data storage;
Communication service providers who help us manage phone, email, or messaging systems;
Insurers and claims handlers where a claim, incident, or dispute requires review;
Subcontractors or operational partners who assist with the delivery of a service, where applicable.

All processors are required to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection obligations. We do not sell personal data.

We may also disclose personal data if required by law, court order, or lawful request from a regulatory or public authority.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal, contractual, and operational requirements.

Quotation and enquiry records are typically kept for a reasonable period in case you return for future services or need a follow-up.
Booking, invoice, and payment-related records are kept for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a period necessary to resolve issues and support our legitimate business interests.
Data no longer required is securely deleted, anonymised, or archived in accordance with our retention practices.

Retention periods may vary depending on the nature of the data, the legal basis for processing, and whether retention is required to defend or establish legal claims.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, data minimisation, and staff awareness of confidentiality obligations.

While we do our best to protect personal data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with applicable law.

8. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these 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 data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit processing in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request transfer of certain data where processing is based on contract or consent and carried out by automated means;
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

To help protect your privacy, we may need to verify your identity before responding to a rights request.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children in a way that is separate from ordinary service arrangements. If we become aware that we have collected data from a child without appropriate legal basis, we will take steps to address it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated.

By using our services in the Welling area, you acknowledge that you have read and understood this Privacy Policy and that it applies to your interactions with Man With A Van Welling.