Privacy Policy - Man And Van Paddington

This Privacy Policy explains how Man And Van Paddington collects, uses, stores, shares, and protects 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 Paddington customers in the area, including individuals, households, and business clients who use our moving, transport, packing, delivery, and related services.

1. Who We Are

Man And Van Paddington provides moving and transport services for customers in and around Paddington. We are committed to handling personal data responsibly, lawfully, and transparently. This policy explains what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have under data protection law.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, managing bookings, maintaining records, and meeting legal obligations. The information we may collect includes:

Identity details such as your name and, where applicable, business name.
Contact details such as telephone number, email address, and service address.
Booking information such as move date, collection and delivery addresses, service instructions, and preferred timings.
Payment information such as transaction records, billing details, and payment status. We do not keep more payment data than is necessary for accounting and legal purposes.
Service-related information such as item descriptions, access details, parking notes, stair access, and special handling requirements.
Communication records such as emails, call notes, messages, complaints, feedback, and service updates.
Technical information where relevant, such as basic website or device information if you contact us through digital channels.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where it is relevant to accessibility, fragile items, or an unusual service requirement. If such information is shared, we will handle it with extra care and only for the stated purpose.

3. How We Use Your Data

We use your personal data to deliver our services effectively and lawfully. The main purposes include:

processing enquiries and providing quotations;
managing bookings and scheduling moves;
performing removals, transport, loading, unloading, and related support services;
contacting you about service arrangements or changes;
handling payments, invoices, and records;
resolving disputes, complaints, or claims;
maintaining internal business records;
meeting legal, tax, insurance, and regulatory requirements;
protecting against fraud, misuse, or unauthorised access.

We will only use your data for the purposes explained in this policy or for purposes that are compatible with them.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each use of personal data. Depending on the situation, Man And Van Paddington relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging a move, completing a booking, and delivering the service you requested.

Legal Obligation

We may process and retain data when required to comply with legal duties, such as tax records, accounting requirements, insurance obligations, and other applicable laws.

Legitimate Interests

We may use personal data for our legitimate business interests, provided that those interests are not overridden by your rights. This may include managing customer relationships, improving services, preventing fraud, maintaining security, and keeping proper business records.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information not needed for the contract or where specific optional communications require permission. You may withdraw consent at any time where consent is the basis for processing.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected and for any additional period required by law. Retention periods depend on the nature of the information and the reason for holding it.

Booking and service records are generally kept for a period needed to manage customer service, accounting, and dispute handling.
Invoice and tax records are retained for the legally required period.
Communication records may be kept for a reasonable period to resolve queries, verify instructions, and evidence agreements.
Insurance or claim-related records may be retained for longer where necessary to handle incidents or legal matters.

When data is no longer needed, we will securely delete, destroy, or anonymise it. We do not retain personal data indefinitely.

6. Processors and Third Parties

We may share your personal data with trusted processors and selected third parties who support the operation of our business. These parties only process data on our instructions and must protect it appropriately.

Examples of processors or third-party service providers may include:

accounting or bookkeeping providers;
payment processing services;
IT, email, cloud storage, or systems support providers;
insurance providers and claim handlers;
legal or professional advisers where needed;
delivery or subcontracted service partners used to complete a booking;
regulators, law enforcement, or public authorities where required by law.

We only share the minimum information needed for the relevant purpose. All processors are expected to apply appropriate technical and organisational security measures. We do not sell your personal data.

7. Data Security

We take data security seriously and use reasonable measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. Although no system can be guaranteed completely secure, we work to reduce risk and to respond promptly to any data issue.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may be subject to legal exceptions and limitations, but we will always consider your request carefully.

Right of access – you may ask for a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you may ask us to delete your data.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, you should provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. International Transfers

Where data is processed by service providers outside the UK, we will ensure that appropriate safeguards are in place before any transfer takes place. This may include standard contractual protections or other approved transfer mechanisms. We will only transfer personal data where lawful and necessary.

10. Complaints

If you have concerns about how your personal data is handled, we encourage you to contact us so that we can address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the services we provide. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

12. Summary of Our Commitment

Man And Van Paddington is committed to handling personal data fairly, securely, and in line with GDPR principles such as lawfulness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We only collect the information needed to provide services, we use it for clear and lawful purposes, we keep it only as long as necessary, and we respect your rights as a data subject.

By using our services, you acknowledge that this Privacy Policy applies to all Man And Van Paddington customers in area.

This policy is designed to be understood by customers while reflecting GDPR-compliant practices.