Privacy Policy - Battersea Man And Van

This Privacy Policy explains how Battersea Man And Van collects, uses, stores, shares, 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 quotation, makes a booking, uses our services, or communicates with us about a move. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Battersea Man And Van acts as the data controller for the personal data described in this policy. This means we determine the purposes and means of processing personal data in connection with our services. We only collect and use data that is relevant to providing moving and transport services, managing bookings, meeting legal obligations, and improving our operations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any business or company name provided.
Contact data: address, email address, telephone number, and any preferred communication details.
Booking and service data: details of your move, pick-up and delivery addresses, dates, property access information, item lists, and service preferences.
Billing and payment data: payment confirmation, transaction details, invoice information, and records of amounts paid or outstanding.
Communication data: messages, call notes, emails, complaints, feedback, and records of service-related correspondence.
Technical data: limited device and usage information if you interact with us electronically, such as IP address, browser type, and timestamps.
Special category data: we do not intentionally collect special category personal data unless you voluntarily provide it and it is necessary for a specific service need, in which case we will handle it with additional care and only where lawful to do so.

3. How We Collect Personal Data

We may collect personal data directly from you when you request a quote, make a booking, provide instructions, raise a query, or complete payment. We may also receive data from third parties where necessary to deliver the service, for example from a landlord, letting agent, building manager, business customer, or another person authorised to arrange your move. In addition, we may receive information from payment providers or service partners involved in fulfilling the booking.

4. Why We Use Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan, carry out, and complete moving and transport services;
to communicate with you about your booking or service requirements;
to issue invoices, process payments, and manage refunds or account queries;
to keep records of services performed;
to handle complaints, claims, and disputes;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property;
to improve our services, customer experience, and internal operations.

5. Lawful Basis for Processing

We only process personal data where we have a lawful basis under UK GDPR. The lawful bases we rely on include:

5.1 Performance of a Contract

We process your personal data when it is necessary to provide a quotation, enter into an agreement, and fulfil the moving or transport services you have requested.

5.2 Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This includes managing operations, improving service quality, preventing fraud, keeping records, and resolving customer issues.

5.3 Legal Obligation

We may process certain data to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

5.4 Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties who act as processors or independent controllers depending on the service. These may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers used for tax and financial administration.
IT, hosting, cloud storage, and communication service providers that support our business systems.
Subcontractors or operational partners involved in delivering a move or related service.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Authorities or regulators where disclosure is required by law or to protect legal rights.

Where we use processors, they are only permitted to process personal data on our instructions and must implement appropriate technical and organisational measures to protect it. We do not sell personal data.

7. International Transfers

Some of our processors may store or process data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so your data remains protected to the standard required by law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and operational requirements. Retention periods depend on the type of data and why it is held.

Booking and service records: kept for a reasonable period to manage customer service, complaints, and business records.
Financial records: retained for the period required by law for tax and accounting purposes.
Correspondence and complaint records: retained for as long as necessary to resolve disputes and demonstrate compliance.

When personal data is no longer needed, we will securely delete it, anonymise it, or otherwise dispose of it in a safe and lawful manner.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, staff training, secure storage, password protection, and limited access on a need-to-know basis. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data, subject to certain conditions and exceptions:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete information.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit how we use your data in certain situations.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: request transfer of certain data to you or another organisation.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have not been respected.

11. Automated Decision-Making

We do not rely on fully automated decision-making or profiling that produces legal or similarly significant effects for customers. If this position changes, we will update this policy and explain the process, safeguards, and your rights.

12. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is necessary and lawfully obtained in connection with a booking, such as family relocation arrangements. Where children’s data is involved, it will be handled with heightened care and only for the relevant service purpose.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

14. Summary of Our Commitment

Battersea Man And Van is committed to using personal data responsibly, lawfully, and transparently. We collect only what we need, use it for clear purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. We respect your rights and aim to ensure that every customer in the Battersea area can trust us to handle their information carefully and fairly.