Privacy Policy - Catford Man And Van

This Privacy Policy explains how Catford Man And Van collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related services. It applies to all Catford Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who request services or communicate with us in connection with a booking, quotation, or completed 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. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal information.

1. Data We Collect

We only collect personal data that is necessary for running our services, managing bookings, meeting legal obligations, and communicating effectively with customers. The types of data we may collect include:

Identity information such as your name and, where relevant, the name of your organisation.
Contact details such as your phone number, email address, and service address.
Booking details including moving dates, property access notes, item lists, and service preferences.
Payment and billing information such as transaction records, invoice details, and payment status.
Communication records including emails, messages, calls, complaints, and service-related correspondence.
Operational information such as parking restrictions, loading requirements, and floor access details needed to complete the job safely and efficiently.
Website or technical data if you contact us online, such as IP address, device information, or basic usage logs, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or we are required to do so for a legal reason. Special category data may include information about health, religion, ethnicity, or other sensitive matters. If such information is shared with us, we will treat it with enhanced care and only process it where a lawful basis exists.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings.
To plan and carry out removal, delivery, packing, and related services.
To communicate with you before, during, and after a service.
To issue invoices, record payments, and manage accounts.
To handle complaints, claims, and customer support requests.
To meet legal, tax, accounting, and insurance obligations.
To maintain internal records and improve our service quality.
To protect our business, staff, customers, and property against fraud, misuse, or disputes.

We will only use your information for purposes that are compatible with the reasons it was collected. Where we need to use your data for a new purpose that is not compatible, we will explain the legal basis and, if required, seek your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Catford Man And Van may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, arranging service details, and completing the agreed work.

Legal Obligation

We may process data to comply with legal requirements, such as maintaining financial records, meeting tax obligations, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. Examples include managing customer service, preventing fraud, improving operations, and keeping appropriate internal records. We always assess whether processing is necessary and proportionate.

Consent

In limited cases, we may ask for your consent, for example where you choose to receive certain non-essential communications or where sensitive data is provided and a consent-based approach is appropriate. If consent is used, you can withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, insurance, and business record requirements. Retention periods may vary depending on the nature of the information and the context in which it was collected.

As a general approach:

Booking and service records are retained for a reasonable period after completion of the job to handle follow-up queries, disputes, or claims.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for longer where needed to resolve issues or defend legal claims.
Data no longer required will be securely deleted, anonymised, or archived so that it is no longer actively used.

When deciding how long to keep data, we consider the amount, nature, sensitivity, and potential risk of harm from unauthorised use or disclosure, as well as the legal requirements applicable to our business.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These providers only process data under our instructions and are required to keep it secure and confidential. Processors may include:

Payment service providers that process card or transfer payments.
Accounting and bookkeeping providers that help manage financial records.
IT and cloud storage providers that store or support our business systems.
Communication tools used for email, messaging, scheduling, or customer management.
Insurance, legal, or claims specialists where needed to manage disputes or cover.

In some cases, we may also disclose information to independent controllers where required by law or where another organisation determines its own purposes for using the data, such as tax authorities, regulators, insurers, or law enforcement agencies.

We do not sell personal data. Any sharing is limited to what is necessary and proportionate for the delivery of services, legal compliance, or protection of legitimate business interests.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses, adequacy regulations, or other legally recognised transfer mechanisms. We take steps to ensure your information receives a level of protection that is consistent with UK data protection law.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, data minimisation, staff confidentiality obligations, and review of third-party security arrangements.

While no system can be guaranteed to be completely secure, we work to reduce risk and respond promptly to suspected data incidents. If a personal data breach is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

8. Your Rights

You have a number of rights under data protection law in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

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

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may complain to the relevant supervisory authority in the UK. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Data Accuracy and Your Responsibility

We aim to keep the information we hold accurate and up to date. You can help by informing us promptly if your contact details, service address, or other relevant information changes. Accurate information helps us provide services safely, efficiently, and in line with your instructions.

10. Children’s Data

Our services are directed to adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in service-related communication or is necessary for a household move. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it or handle it in line with legal requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any changes will apply from the date they are published. We encourage customers to review the policy periodically to stay informed about how personal data is managed.

12. Summary of Our Approach

Catford Man And Van processes personal data responsibly and only where there is a valid legal reason to do so. We collect information needed to deliver services, manage bookings, fulfil contracts, keep records, and meet legal obligations. We retain data for no longer than necessary, use trusted processors under strict terms, and respect your rights under data protection law. This policy applies to all customers in the Catford Man And Van service area and is intended to ensure that your personal information is handled with care, transparency, and accountability.