Privacy Policy - Man And Van Teddington

Man And Van Teddington is committed to protecting the privacy and personal data of all customers in the Teddington area and the surrounding local area where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Teddington customers in area, including individuals, households, landlords, tenants, and business customers who use our removals, transport, delivery, packing, clearance, or related services.

We aim to handle personal information in a fair, transparent, and secure way. We only collect data that is necessary for the provision and administration of our services, and we do not sell personal data to third parties.

1. Information We Collect

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

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including collection and delivery addresses, property access information, moving dates, inventory details, and service preferences.
Payment information such as billing details and payment confirmations. We do not store full card details where payment is handled through a secure payment provider.
Communication records including messages, enquiries, complaints, feedback, and service instructions.
Technical information where applicable, such as basic device or browser data when you interact with our digital systems, booking forms, or email communications.
Special category data only where you choose to provide it and where it is necessary for a lawful reason, for example access needs or health-related information relevant to lifting, transport, or property access arrangements.

We do not intentionally collect unnecessary sensitive data. If any such information is provided, it will be handled with additional care and only for a valid and limited purpose.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and manage services.
To plan and carry out removals, deliveries, and related work safely and efficiently.
To communicate with you about schedules, access requirements, changes, or service issues.
To issue invoices, process payments, and keep financial records.
To respond to enquiries, complaints, and customer support requests.
To maintain service quality, staff training, internal administration, and business records.
To comply with legal, tax, insurance, or regulatory obligations.
To prevent fraud, misuse, or security incidents.

We use your information only where it is relevant and necessary for these purposes.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging bookings, delivering services, and processing payment.

Legal Obligation

We may process data where we are required to do so by law, such as for tax records, accounting, insurance, or lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided that these interests do not override your rights and freedoms. Examples include improving our services, managing operations, preventing fraud, and keeping appropriate internal records.

Consent

Where required, we rely on your consent. This may apply to optional communications or where you provide special category information and consent is the appropriate basis. You can withdraw consent at any time where processing is based on consent.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety or welfare.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or, in some cases, independent controllers. We only share information when necessary and under appropriate safeguards.

Typical processors or service providers may include:

Payment processing providers.
Accountancy and bookkeeping services.
IT, cloud storage, and software providers.
Customer communication tools such as email or messaging systems.
Insurance providers and claims handlers.
Professional advisers such as legal or tax advisers.

We require processors to handle data securely, use it only for the agreed purpose, and comply with data protection law. We do not permit processors to use your data for their own unrelated purposes.

We may also disclose personal data where necessary to comply with a legal obligation, enforce agreements, protect our rights, or protect the safety of customers, staff, or the public.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, insurance, and reporting requirements. Retention periods may vary depending on the nature of the information and the reason it was collected.

Booking and service records are usually retained for a reasonable period after service completion to manage queries, disputes, or follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a limited time to support customer service, evidence of instructions, and complaint handling.
Security or incident-related records may be retained longer if needed for legal defence, insurance, or regulatory purposes.

When data is no longer required, it is securely deleted, anonymised, or disposed of in a controlled manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

Although no system is completely secure, we work to maintain a level of security appropriate to the risks involved in processing the information we hold.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request.

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 ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be transferred to you or another organisation in a structured format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you make a request, we may need to verify your identity before responding. We will respond within the time limits required by law. In some cases, we may not be able to comply fully if there is a legal reason to retain or continue processing the data.

8. International Transfers

Where service providers or systems are located outside the UK, personal data may be transferred internationally. If this happens, we will ensure appropriate safeguards are in place, such as approved contractual protections or transfer mechanisms recognised under data protection law.

9. Children’s Data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement and provided by an adult with appropriate authority.

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 handling practices. The latest version will apply to the use of our services. We encourage customers to review this policy periodically to understand how we protect personal information.

11. Summary of Your Data Rights and Our Commitments

We are committed to respecting your privacy, keeping your data secure, and processing personal information only where we have a valid reason to do so. We collect only what is needed, use it fairly, share it responsibly with trusted processors, and keep it only for as long as necessary.

If you are a customer of Man And Van Teddington in the area, this Privacy Policy explains how your personal data is handled and what rights you have under UK data protection law.