Privacy Policy - Man And Van Poplar

This Privacy Policy explains how Man And Van Poplar collects, uses, stores, shares, and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Poplar customers in area, including individuals who request quotes, book services, make enquiries, or otherwise interact with our moving and van services.

1. Who we are

Man And Van Poplar provides removals, transport, delivery, and related logistics services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use about customers, prospects, and other individuals connected to our services.

2. Personal data we collect

We collect only the data that is necessary, relevant, and limited to what is required for our legitimate business activities and service delivery. The types of personal data we may collect include:

Identity data such as your name and, where needed, company name.
Contact data such as phone number and email address.
Address data including collection and delivery addresses, access details, and property notes.
Service details such as booking dates, item lists, moving requirements, and job instructions.
Payment and billing data such as invoicing information and transaction records.
Communication records including messages, call notes, complaint details, and enquiry history.
Technical data if you use our digital services, such as basic device or browser information and website interaction data.

We do not intentionally collect special category data unless it is provided by you and is strictly necessary for a specific service. If such information is shared, we will only process it where a lawful basis exists and appropriate safeguards are in place.

3. How we use personal data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To plan, manage, and deliver removal and van services.
To communicate about bookings, arrival times, and service updates.
To process payments, issue invoices, and maintain business records.
To handle complaints, disputes, and after-service support.
To improve service quality, staff training, and operational efficiency.
To comply with legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, or unlawful activity.

We will always process personal data fairly and transparently, and only for purposes that are compatible with the reason it was originally collected.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following bases depending on the circumstances:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, service delivery, billing, and customer support.

Legal obligation

We may process data where required to comply with laws and regulations, including tax rules, accounting requirements, insurance obligations, and lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, record keeping, fraud prevention, and internal administration.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or non-essential data use requires permission. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing personal data with processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties may only use the data in accordance with our instructions and applicable data protection law. Such processors may include:

Payment service providers and invoicing tools.
IT support, cloud storage, and data hosting providers.
Communication service providers used for email, messaging, or customer administration.
Accounting, bookkeeping, and tax support services.
Insurance providers, legal advisers, and claims handling professionals where necessary.

We may also disclose personal data where required by law, court order, or lawful request from public authorities. If a business reorganisation or transfer occurs, personal data may be shared with relevant parties under appropriate safeguards.

6. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any additional period required by law or legitimate business need. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry data may be kept for a limited period to manage follow-up and business records.
Booking and service records may be retained for contract administration, dispute handling, and service history.
Financial and tax records are generally retained for the period required by accounting and tax legislation.
Complaint and claims information may be retained for as long as needed to resolve matters and defend legal claims.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures. No system is completely secure, but we work to maintain a level of security appropriate to the risk.

8. Your rights under GDPR

You have a range of rights in relation to your personal data. These rights apply subject to legal conditions and exceptions. They include:

The right to be informed about how your data is collected and used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restrict processing in specific situations.
The right to data portability for information you provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where such processing is used and affects you significantly.

To exercise any of these rights, you should make a clear request and provide enough information for us to identify the relevant record. We may need to verify your identity before responding. We will usually respond within one month, unless the request is complex or numerous.

9. Your choices and control

You can choose not to provide certain data, but this may limit our ability to deliver services, issue quotes, or complete a booking. Where processing is based on consent, you can withdraw that consent at any time. You may also object to certain uses of your data where the law gives you that right.

10. International transfers

If personal data is transferred outside the UK, we will only do so where suitable safeguards are in place to protect your information. These safeguards may include adequacy regulations, approved contractual protections, or other lawful transfer mechanisms recognised by data protection law.

11. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer and handled in accordance with applicable law.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service operations. The most current version will apply to the use of personal data from the date it is published. We encourage customers in area to review this policy periodically.

13. Contacting us about privacy

If you have questions about this Privacy Policy, wish to exercise your rights, or want to raise a concern about how your data is handled, please contact us through our usual business communication channels. If you remain dissatisfied, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or your local supervisory authority.

Summary of our commitment: Man And Van Poplar only processes personal data where it is lawful, necessary, and proportionate. We use it to deliver services, manage bookings, meet legal duties, and maintain secure and responsible operations for all Man And Van Poplar customers in area.