Privacy Policy - Man And A Van Paddington

This Privacy Policy explains how Man And A Van Paddington collects, uses, stores, and protects personal data when providing removal, delivery, transport, and related services. It applies to all Man And A Van Paddington customers in the area, including individuals, households, and businesses that use our services for moving goods, furniture, or other items. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Paddington acts as a data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal information is used. We take privacy seriously and only process information that is necessary for legitimate business purposes, legal compliance, and the delivery of our services.

2. Data We Collect

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

Identity information such as your name.
Contact information such as your telephone number and email address.
Address details including collection and delivery locations.
Booking details such as service type, date, time, and instructions.
Payment-related information needed to process transactions or issue invoices.
Communication records including emails, messages, and notes relating to your booking or enquiry.
Service history such as previous jobs, preferences, and complaints.
Technical data where relevant, such as device or browser information if you contact us through digital channels.

We do not seek to collect sensitive personal data unless it is necessary for a specific service or legal obligation. If such data is ever required, we will only process it where a lawful basis exists and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide moving, collection, delivery, and transport services.
To manage bookings and respond to enquiries.
To arrange routes, staffing, and logistics.
To issue quotes, invoices, receipts, and payment records.
To communicate about service updates, changes, or issues.
To maintain business records and improve service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To handle complaints, claims, and dispute resolution.

We only use your information where it is necessary, fair, and lawful. We will not use your data for unrelated purposes without informing you where required by law.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each type of processing. Man And A Van Paddington relies on the following lawful bases:

a) Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, carrying out removals, and handling payment administration.

b) Legal Obligation

We process data where necessary to comply with legal requirements, such as tax records, accounting obligations, record keeping, and responding to lawful requests from authorities.

c) Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes business administration, service improvement, fraud prevention, managing customer queries, and maintaining secure operations. We always balance our interests against your privacy rights.

d) Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific processing activities. Where consent is used, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in operating our business. These parties act as processors or independent controllers depending on the service they provide. We ensure that any processor we use is subject to appropriate contractual safeguards and only processes data on our instructions where required.

Payment providers for handling transactions and financial processing.
IT and cloud service providers for data storage, system support, and communications.
Accounting or bookkeeping providers for financial administration and compliance.
Customer management tools used to organise bookings and service records.
Professional advisers such as legal or insurance advisers where necessary.
Authorities or regulators where disclosure is required by law.

We do not sell your personal data. Any sharing is limited to what is necessary for the service, legal compliance, or the proper running of our business.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, or as required by law. Retention periods depend on the nature of the data and our legal obligations.

Booking and service records are generally kept for a reasonable period after the service is completed.
Financial and tax records are kept for the period required by accounting and tax laws.
Correspondence and complaint records may be retained for longer where needed to resolve disputes or demonstrate compliance.
Consent-based data is kept until consent is withdrawn or the data is no longer required.

When data is no longer needed, we will securely delete, destroy, or anonymise it. We review retention periodically to ensure we are not keeping information for longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to those who need it for business purposes.

While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risks associated with the data we process.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place, such as adequacy regulations or approved contractual protections. Any transfer will be carried out only where permitted by law and with appropriate security measures.

9. Your Rights

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

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 request deletion of your data in certain situations.
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 may request transfer of data you provided to us, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly.

10. Automated Decision-Making

Man And A Van Paddington does not make decisions about customers based solely on automated processing in a way that produces legal or similarly significant effects. If this changes in the future, we will update this policy and provide the relevant information required by law.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications or records. If we become aware that we have collected data from a child in a way that is not permitted, we will take appropriate steps to delete it.

12. 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. We encourage customers to review this policy periodically to stay informed about how their data is handled.

13. Summary of Our Commitment

Man And A Van Paddington is committed to protecting the privacy of every customer in the area. We collect only the data we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where the law requires. We respect your rights and aim to handle all personal information fairly, securely, and transparently.

This Privacy Policy applies to all Man And A Van Paddington customers in area. Your privacy matters to us, and we are committed to maintaining trust through responsible data handling.