Privacy Policy - Roehampton Man And Van

This Privacy Policy explains how Roehampton Man And Van collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Roehampton Man And Van customers in the area, including individuals and businesses who enquire about, book, receive, or pay for our services, as well as people whose personal information is provided to us in connection with those services.

1. Who We Are

Roehampton Man And Van is a service provider carrying out moving and transport work for customers in Roehampton and surrounding local areas. For the purposes of data protection law, we act as a data controller when we decide why and how your personal data is processed. This means we are responsible for ensuring that your data is handled lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our relationship with customers, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact information such as telephone number and email address.
Service details such as pick-up and delivery addresses, moving dates, property access details, and inventory information.
Billing and payment information needed to arrange and record payments.
Communication records including enquiries, booking notes, complaints, and feedback.
Special instructions that you choose to provide, such as handling notes for fragile or heavy items.
Technical information limited to what is necessary to maintain our systems, security, and service administration.

We do not intentionally collect more information than we need. If you provide personal data about another person, you should ensure that you have the right to do so and that they understand this Privacy Policy where appropriate.

3. How We Use Personal Data

We use personal data for specific, legitimate business purposes connected with our services. These include:

Responding to enquiries and providing quotes.
Managing bookings, schedules, and service delivery.
Communicating about arrival times, changes, or issues relating to a move.
Processing payments and handling invoices.
Keeping internal records of services provided.
Handling complaints, disputes, and customer support matters.
Meeting legal, accounting, and regulatory obligations.
Protecting our business, staff, and customers from fraud, misuse, or security incidents.

We will not use your personal data in a way that is incompatible with the reasons it was collected, unless we have a lawful basis to do so and you would reasonably expect such use.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, Roehampton Man And Van relies on one or more of the following lawful bases:

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 taking payment.

Legal Obligation

We may process and retain certain data to comply with legal requirements, including tax, accounting, insurance, or record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include managing our operations, improving services, maintaining security, and handling customer communications.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate to use optional information for a specific purpose. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

5. Sharing Your Data and Processors

We may share personal data only where necessary and only with appropriate safeguards in place. We may use trusted third-party processors who provide services on our behalf, such as:

Payment service providers who help process transactions securely.
Accounting and bookkeeping providers who assist with financial records.
IT and cloud storage providers who support data storage, email, or administrative systems.
Communication tools used for booking confirmations and service-related messages.

These processors are only allowed to process personal data under our instructions and must protect it in line with data protection law. We do not sell your personal data. We may also disclose data if required by law, court order, or other lawful request from a public authority.

6. Data Retention

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

As a general approach:

Booking and service records are retained for a period needed to manage business operations and handle any follow-up issues.
Financial and invoicing records may be retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period after the matter is resolved.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you. We use reasonable technical and organisational measures to help prevent accidental loss, unauthorised access, or improper disclosure.

7. Data Security

We take the security of your personal data seriously. Measures may include access controls, secure storage, limited staff access, and careful selection of service providers. Although no system can be guaranteed completely secure, we aim to use appropriate protections in line with the nature of the data we handle and the risks involved.

8. Your Rights

Depending on the circumstances and applicable law, you may have the following rights regarding your personal data:

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 ask for deletion of your data in certain cases.
Right to restriction – to ask us to limit processing in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to request transfer of certain data in a structured, commonly used format where legally applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you wish to exercise any of them, we will assess your request in accordance with applicable data protection law.

9. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is incidental to providing a service requested by an adult customer, and only where necessary and lawful.

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. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Contact and Complaints

If you have questions about this Privacy Policy or believe your personal data has been handled improperly, you may raise a complaint through the appropriate channels provided by Roehampton Man And Van. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been used.

Summary note: This policy explains how Roehampton Man And Van processes customer data in the Roehampton area, including lawful bases, retention, processors, security, and your data rights.