Privacy Policy - Roehampton Man And Van

This Privacy Policy explains how Roehampton Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removal, and related services. It applies to all Roehampton Man And Van customers in the area, including people who request quotes, book services, communicate with us, or receive services through a third party. We are committed to handling personal information 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

Roehampton Man And Van is a local removals and transport service provider operating in the Roehampton area and surrounding locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used.

2. Personal Data We Collect

We collect only the data that is necessary to provide our services, manage our business operations, and meet legal requirements. Depending on your interaction with us, we may collect the following information:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details such as collection and delivery addresses, property access information, preferred dates, item descriptions, inventory lists, and special handling instructions.
Payment information such as billing records, transaction status, and payment confirmations. We do not store more payment data than is required for accounting or legal purposes.
Communication records including messages, call notes, complaints, feedback, and any correspondence relating to bookings or service issues.
Technical or usage information if you interact with our digital systems, such as IP address, device type, and basic log data used to secure and maintain our services.
Special instructions that may reveal indirect personal details, for example access arrangements, delivery preferences, or circumstances affecting the move.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, confirm, and carry out removals and transport services.
To communicate about scheduling, access, delays, changes, or service issues.
To process payments, manage invoices, and keep financial records.
To handle complaints, claims, and customer support requests.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To maintain security, prevent fraud, and protect our business and customers.
To improve our services, train staff, and maintain internal quality standards.

We only process data where it is relevant, necessary, and proportionate to the purpose for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Roehampton Man And Van relies on the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations at your request, arranging bookings, collecting delivery details, and completing the move.

Legal Obligation

We may process and retain certain information to meet legal and regulatory obligations, such as tax reporting, accounting records, insurance obligations, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This can include managing operations, improving customer service, protecting against fraud, and maintaining business records. We always consider whether the processing is proportionate and whether your privacy rights require extra protection.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain communications or share optional information. Where consent is used, you have the right to withdraw it at any time.

5. Sharing Your Data and Processors

We do not sell personal data. However, we may share personal information with trusted third parties where necessary to deliver our services or operate our business. These third parties act as processors or independent controllers depending on the context.

Examples of processors and service providers may include:

Payment processing providers.
Accounting and bookkeeping services.
IT, cloud storage, and software support providers.
Customer communication tools and administrative support systems.
Insurance providers and professional advisers.

We require processors to act only on our instructions, to use appropriate security measures, and to process personal data only for agreed purposes. Where required by law, we may also disclose personal data to public authorities, courts, law enforcement agencies, or regulators.

If we share data with a third party located outside the UK, we will ensure appropriate safeguards are in place to protect your personal data in line with applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including to satisfy legal, tax, insurance, and accounting obligations. Retention periods may vary depending on the type of information and the reason it was collected.

As a general approach:

Booking and service records are retained for a reasonable period after the service is completed to handle queries, complaints, or claims.
Financial and accounting records are kept for the period required by tax and accounting laws.
Communication records are retained as long as needed to manage customer service and business administration.
Technical logs are kept for a limited time for security, troubleshooting, and operational integrity.

When personal data is no longer required, we will securely delete, anonymise, or archive it where appropriate.

7. Data Security

We take data security seriously and use reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

While no system can be completely secure, we work to minimise risks and regularly review our procedures to maintain appropriate protection.

8. Your Rights

Under UK GDPR, you have important rights over your personal data. These rights may apply in full or in part depending on the circumstances and any legal exceptions.

Right of access - you can request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
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 cases.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request transfer of data you provided to us in a structured, commonly used format where applicable.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

To exercise your rights, you may contact us using the details provided through our usual service channels. We may need to verify your identity before responding to a request. We aim to respond within one month, unless the request is complex or numerous.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for the provision of a service arranged by an adult customer and handled in a lawful manner. If we become aware that we have collected personal data improperly, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Roehampton Man And Van is committed to respecting your privacy and protecting your personal information. We process data only when we have a lawful basis, keep it only for as long as necessary, use trusted processors under contract, and uphold your rights under UK data protection law. This policy applies to all Roehampton Man And Van customers in the area and is designed to ensure transparent and responsible handling of personal data.

By using our services, you acknowledge that you have read this Privacy Policy and understand how we process personal data in connection with our removals and transport services.