Privacy Policy - Clapham Man And Van

This Privacy Policy explains how Clapham Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Clapham Man And Van customers in the area, including anyone who requests a quote, books a move, receives removals services, or communicates with us in connection with our services. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who we are

Clapham Man And Van provides man and van, removals, collection, delivery, loading, unloading, and related moving services. In the course of delivering these services, we may process personal data about customers, property owners, tenants, business clients, and other individuals involved in a booking.

2. Personal data we collect

We only collect personal data that is necessary for providing our services, managing bookings, fulfilling legal obligations, and improving our operations. The types of data we may collect include:

Identity data such as your name and title.
Contact data such as telephone number, email address, and service address.
Booking and service data such as moving date, property access details, item lists, delivery instructions, and move requirements.
Payment and billing data such as payment status, transaction records, and invoice details.
Communication data such as enquiries, complaints, feedback, and service correspondence.
Technical data where relevant, such as basic website or device information if you contact us online.
Special category data only where strictly necessary and usually only if you voluntarily provide information relevant to access needs, health, or safety requirements for a move.

We do not intentionally collect more information than is needed for a particular service.

3. How we use your personal data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings and deliver moving services;
to confirm addresses, access arrangements, and service requirements;
to process payments and maintain accounting records;
to communicate about your move, including changes, delays, or issues;
to handle complaints, claims, or disputes;
to maintain operational records and improve service quality;
to comply with tax, legal, insurance, and regulatory obligations;
to protect our business, staff, customers, and property from fraud or misuse.

We will only use your personal data for the purpose for which it was collected, unless we reasonably need to use it for a compatible purpose.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely 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 providing quotes, confirming bookings, carrying out removals, and managing payment arrangements.

Legal obligation

We process certain data to comply with legal and regulatory requirements, such as tax recordkeeping, accounting rules, and responding to lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer enquiries, improving our services, preventing fraud, maintaining internal records, and resolving service issues.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive specific marketing messages. Where consent is used, you can withdraw it at any time.

Vital interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency relating to health or safety during a move.

5. How we share personal data

We may share personal data only where necessary and on a need-to-know basis. This may include sharing data with:

service processors who help us operate our business, such as booking, administrative, payment, storage, or IT support providers;
subcontractors or crews assisting with a move;
accountants, insurers, legal advisers, or professional advisers;
public authorities, regulators, or law enforcement where required by law;
other third parties where you have asked us to do so or given permission.

We do not sell your personal data. Where processors handle data on our behalf, they are required to process it only under our instructions and to protect it appropriately.

6. Data processors

We may use external processors to support the delivery of our services. These may include:

cloud storage and email providers;
payment processing services;
customer record and scheduling systems;
IT maintenance and security providers;
accounting and invoicing tools;
communications platforms used to manage service updates.

All processors are selected with care and are expected to maintain suitable security and confidentiality measures.

7. International transfers

In some cases, a processor or service provider may store or access data outside the UK. If that happens, we will take appropriate steps to ensure that the transfer is lawful and that your data receives a suitable level of protection, such as using approved safeguards or contractual protections.

8. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and why it is processed.

Booking and service records are generally retained for a reasonable period after completion of the service.
Invoice, payment, and tax-related records are retained in line with statutory requirements.
Communication records may be retained for as long as needed to resolve disputes, improve service, or maintain accurate records.
Where data is no longer needed, it is securely deleted or anonymised.

We regularly review records and apply retention limits to avoid keeping data longer than necessary.

9. Security of your data

We use appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and internal procedures for handling data safely. However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit how your data is used in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

These rights may be subject to conditions and exceptions under applicable law. If you wish to exercise any of them, we will respond in accordance with our legal obligations.

11. Marketing preferences

If we send marketing communications, we will do so only where permitted by law. You can opt out of marketing at any time. Operational messages relating to your booking, payment, or service delivery are not marketing and may still be sent where necessary.

12. Children’s data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidental to a household move and necessary for providing the service.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any revised version will apply from the date it is published or otherwise communicated.

14. Complaints and further information

If you are concerned about how your personal data is handled, you may raise a privacy complaint with us. You also have the right to contact the UK data protection regulator if you believe your rights have been infringed.

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