Privacy Policy - Man And Van Dagenham

This Privacy Policy explains how Man And Van Dagenham collects, uses, stores, shares, and protects personal data when providing removal, delivery, loading, unloading, and related moving services. It applies to all Man And Van Dagenham customers in the area, including individual residential customers, business clients, and anyone who requests or receives our services. We are committed to processing personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Dagenham acts as a data controller for the personal information we collect and use in connection with our services. This means we determine the purposes and means of processing your data. In some cases, we may also act as a data processor when handling information on behalf of a business customer under their instructions. We take data protection seriously and apply appropriate technical and organisational measures to safeguard personal data.

2. Information We Collect

We collect only the information necessary to provide our services, manage bookings, communicate with customers, and fulfil legal obligations. The data we may collect includes:

Identity information such as name and title
Contact details such as phone number and email address
Address details including collection and delivery locations
Booking information such as service date, timing, property access notes, and service requirements
Payment information where needed to process transactions and issue invoices
Service communication records including messages, quotes, instructions, and feedback
Special instructions relevant to the move, such as item handling preferences or access limitations

We do not seek to collect unnecessary personal data. If you voluntarily provide additional information, we will only use it where there is a lawful reason to do so.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To confirm and manage bookings
To deliver removal and transport services
To communicate changes, updates, or service-related notices
To process payments and maintain financial records
To handle complaints, claims, or service issues
To comply with legal, regulatory, tax, and accounting requirements
To improve our services, planning, and internal operations

We will only use your personal information for the purposes for which it was collected, unless we reasonably consider that another purpose is compatible with the original reason and permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on the following bases:

Contract

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

Legal Obligation

We may process data where required to comply with legal duties, including tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service administration, fraud prevention, business improvement, and maintaining appropriate records.

Consent

In limited cases, we may rely on your consent, for example if we request permission to use optional information in a specific way. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These third parties act as processors or independent controllers depending on the circumstances.

Examples of processors and service providers may include:

Payment service providers for secure payment handling
Accountants or bookkeeping services for financial administration
IT and cloud storage providers for data hosting and communications
Scheduling, quoting, or customer management software providers
Insurance providers where a claim or incident must be assessed

Where we use processors, we require them to protect personal data and to process it only according to our instructions. We do not sell personal data. We do not permit processors to use your information for their own unrelated purposes.

We may also disclose information if required by law, court order, law enforcement request, or to protect our legal rights, customers, staff, or property.

6. International Transfers

Where data is stored or processed outside the UK, we take steps to ensure it remains protected by appropriate safeguards. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to maintain a level of protection consistent with UK GDPR requirements.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes outlined in this policy and to comply with legal obligations. Retention periods may vary depending on the type of data and the reason it was collected.

In general:

Booking and service records are retained for a reasonable period to manage disputes, customer queries, and operational needs
Financial and accounting records are kept for the period required by law
Communication records may be retained for customer service, quality, and evidential purposes
Where data is no longer needed, it is securely deleted or anonymised

We review retention regularly to ensure we do not hold personal data longer than necessary.

8. Data Security

We use appropriate safeguards to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, and limited access to records on a need-to-know basis. Although no method of transmission or storage is completely secure, we take reasonable steps to reduce risks and maintain the confidentiality of information.

9. Your Rights

As a data subject, you have rights under UK GDPR. These rights may be subject to conditions and exemptions in certain situations. Your rights 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 how we use your data in certain situations
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable
Right to data portability – to receive certain data in a structured, commonly used format, where applicable
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any concerns promptly.

10. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children for marketing or service purposes. If any child-related information is incidentally provided in the course of a booking, it will be handled carefully and only as necessary to deliver the service or meet legal obligations.

11. Automated Decision-Making

We do not use personal data for automated decision-making that has legal or similarly significant effects on individuals. If this changes in the future, we will update this policy and explain the relevant safeguards and rights.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Man And Van Dagenham is committed to processing personal data in a lawful, fair, and transparent manner. We collect only necessary information, use it for legitimate service-related purposes, retain it for no longer than required, and protect it using appropriate security measures. We also ensure that our processors are bound by suitable data protection obligations and that customers can exercise their rights under applicable law.

This Privacy Policy applies to all Man And Van Dagenham customers in the area.