Privacy Policy - Battersea Man And Van

This Privacy Policy explains how Battersea Man And Van collects, uses, stores, and protects personal data when providing moving, transport, and related services. It applies to all Battersea Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or uses our services in connection with removals, deliveries, packing, storage support, or similar work.

1. Who We Are

Battersea Man And Van acts as a data controller for the personal information processed in the course of our services. This means we decide why and how personal data is used for legitimate business purposes connected to our operations, customer management, service delivery, and legal compliance.

2. Information We Collect

We collect only the personal data that is necessary, relevant, and limited to what is required for our services. The information we may collect includes:

Identity details such as your name and title.
Contact details such as telephone number and email address.
Service details including pickup and delivery addresses, move dates, item descriptions, and access notes.
Payment and billing information where needed to process invoices, receipts, and payments.
Communication records including emails, call notes, messages, and booking enquiries.
Operational information such as parking instructions, property access information, and special handling requirements.
Technical information that may be collected when you use digital services, such as IP address, device type, browser type, and usage data.

We do not intentionally collect special category data unless it is required and lawfully permitted, for example where you choose to tell us something that is necessary to support a move or access arrangement. If such information is provided, we only use it where appropriate safeguards are in place and where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To schedule, manage, and carry out removals and transport services.
To communicate about bookings, delays, changes, and service updates.
To prepare invoices, process payments, and maintain financial records.
To handle customer support, complaints, and service improvements.
To maintain accurate business records and comply with legal obligations.
To prevent fraud, misuse, or unauthorised access to our systems or services.

We only use your personal data where it is necessary and where there is a valid lawful basis under UK GDPR.

4. Lawful Basis for Processing

We rely on the following lawful bases to process personal data:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotations, confirming bookings, completing moves, issuing invoices, and managing service-related communication.

Legal Obligation

We may process information where required by law, including tax record keeping, financial accounting, insurance requirements, and responding to lawful requests from public authorities.

Legitimate Interests

We may process personal data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include improving service quality, managing operations, securing our systems, maintaining records, and handling general business administration.

Consent

Where required, we may rely on your consent, for example for certain optional communications or non-essential uses of data. You may withdraw consent at any time where processing is based on consent.

5. Data Sharing and Processors

We do not sell personal data. However, we may share limited data with trusted third parties who help us run our business. These organisations act as processors and only process data on our instructions, under contract, and with appropriate security measures.

Processors may include:

Payment service providers for secure payment handling.
IT and cloud service providers for data storage, email, and system administration.
Accounting and bookkeeping providers for financial record management.
Customer communication tools used to manage enquiries and service updates.
Subcontracted service partners where necessary to complete a job you have booked.

We may also disclose personal data if required to comply with legal obligations, enforce agreements, or protect our rights, property, customers, or staff.

6. International Transfers

Where any processor stores or accesses data outside the United Kingdom, we take steps to ensure your information remains protected. This may include using approved contractual safeguards and verifying that adequate data protection measures are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Booking and service records are generally retained for a period needed to manage the customer relationship and address any post-service queries.
Financial records are retained for the period required by tax and accounting law.
Communication records are retained as long as needed to resolve enquiries, manage complaints, and maintain business continuity.
Marketing preferences are retained until you opt out or the data is no longer required.

When data is no longer required, it is securely deleted, anonymised, or destroyed in line with our retention procedures.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

Although no system can be guaranteed completely secure, we work to keep personal data safe and to reduce the risk of misuse. If a personal data breach occurs, we will assess the incident and take any required steps under applicable law.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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 data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request transfer of certain data to you or another provider.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you should provide enough information for us to identify the data and assess your request. We may need to verify your identity before responding. Requests will be handled within the time limits required by law unless an extension is permitted.

10. Marketing Communications

We may send service-related communications that are necessary for booking and delivery purposes. We will only send marketing communications where permitted by law and, where required, with your consent. You may opt out of marketing at any time.

11. Cookies and Similar Technologies

If we use websites or digital tools in connection with our services, they may use cookies or similar technologies to support functionality, security, analytics, and performance. Any non-essential cookies should only be used where appropriate consent or lawful basis exists. You can manage cookie settings through your browser or device controls.

12. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children for independent service use. If a child’s information is incidentally provided in the context of a household move, we will process it only where necessary and in a proportionate manner.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any revised version will apply from the date it becomes effective. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

14. Complaints

If you have concerns about how we handle your personal data, you can raise them with us and we will review the matter carefully. You also have the right to lodge a complaint with the UK data protection authority if you believe your data protection rights have been infringed.

Summary of our commitment: Battersea Man And Van processes personal data fairly, lawfully, and transparently, using it only where necessary to deliver services, meet legal duties, protect business operations, and respect customer rights.