Clapham Man and Van Privacy Policy
This Privacy Policy explains how Clapham Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Clapham Man and Van customers and enquirers in our service area, including anyone who contacts us about quotes, bookings, and removals or man and van services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation and applicable data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies whenever you interact with Clapham Man and Van as a customer, potential customer, or contact person, including when you:
Make an enquiry about our services, request a quote, make a booking, communicate with us by phone, in writing, or via electronic means, or use our services on the day of your move or transportation.
By providing your personal data to us, you acknowledge that it will be processed as described in this Privacy Policy.
Personal Data We Collect
We only collect personal data that is necessary for the purposes described in this Privacy Policy. The types of data we may collect include:
Identification and contact details: name, address, previous and new addresses for moves, contact details for collection and delivery points, and other basic identifying details you provide.
Communication details: records of communications with you, including notes from phone calls, messages, and information you give us about your requirements.
Service and booking information: dates and times of bookings, details of the services requested, access information for properties, parking or entry instructions, and related logistical details.
Payment-related information: details about the amount charged and method of payment. We do not store full payment card numbers or security codes when payments are processed through third-party providers.
Technical and usage data: limited technical data may be collected if you visit our online pages, such as basic device or browser information and how you interact with our content, but we do not seek to identify you from this information unless necessary for security or legal reasons.
How We Collect Your Data
We collect personal data in several ways, including:
Directly from you when you contact us for a quote, make a booking, or provide information on the day of the job.
Indirectly from third parties where necessary for your service, for example where a landlord, letting agent, business client, or another person arranges services on your behalf and provides your contact details or address details.
Automatically through limited technical data, such as when you interact with our website or digital content, where applicable.
Lawful Basis for Processing
We only process personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Performance of a contract: We process your personal data when it is necessary to provide you with a quote, accept a booking, carry out your move or transportation, manage payments, handle queries, or provide aftercare. Without this data, we may not be able to provide the service you request.
Legitimate interests: We may process your data for our legitimate business interests, such as improving our services, managing our operations, maintaining accurate records, ensuring the safety and security of our staff and customers, and handling customer queries or complaints. When we rely on this basis, we balance our interests against your rights and freedoms.
Legal obligations: We may need to process certain personal data to comply with legal and regulatory obligations, such as accounting, tax, or insurance requirements, or to respond to lawful requests from authorities.
Consent: In certain cases, we may ask for your consent, for example where we wish to send you specific kinds of marketing communications by certain channels. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, process enquiries, and respond to your requests.
To manage your bookings, plan routes, and deliver removal or man and van services safely and efficiently.
To communicate with you before, during, and after your booking, including confirming arrangements, notifying you of changes, and dealing with any issues or feedback.
To process payments, manage invoices, and keep financial records.
To maintain internal records for operational and administrative purposes.
To improve our services, train staff, and manage the quality and safety of our operations.
To comply with legal obligations, resolve disputes, and enforce our terms and conditions.
Data Sharing and Processors
We do not sell your personal data. We may share your data with carefully selected third parties where necessary, including:
Service providers and data processors who act on our instructions to support our operations, such as payment processing services, accounting and administration providers, IT or hosting providers, and communication or scheduling tools.
Business partners or subcontractors who help deliver the service, for example additional drivers or removal staff working under our direction, where they need information such as addresses and access instructions.
Professional advisers such as accountants, insurers, or legal advisers where necessary to manage our business, protect our rights, or comply with legal obligations.
Regulatory bodies, law enforcement, or other authorities where we are required to disclose data by law or in connection with legal proceedings.
Where we use third-party processors, we require them to handle your personal data securely, only in accordance with our instructions, and in compliance with data protection law.
International Data Transfers
Our core services are based in the United Kingdom. If any of our service providers or systems involve the transfer of personal data outside the United Kingdom or European Economic Area, we will ensure appropriate safeguards are in place, such as standard contractual clauses or other recognised protections, to ensure your data remains adequately protected.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
In general, we retain booking and financial records, which may include your contact details and basic service information, for a number of years as required by tax and accounting laws. Enquiry records and routine communications are retained for shorter periods where they are no longer needed.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
Measures may include restricted access to systems, secure storage of records, staff awareness and training, and the use of reputable third-party providers with appropriate security standards. While we work hard to protect your data, no system can be completely secure and we cannot guarantee absolute security of information transmitted or stored electronically.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it.
Object to processing of your personal data where we are relying on legitimate interests, and you feel your rights override our interests.
Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or our grounds for processing.
Request the transfer of your personal data to you or to another organisation where technically feasible, in certain situations.
Withdraw consent where we rely on your consent to process data. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, you can contact us using the contact methods you normally use for dealing with Clapham Man and Van. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have any questions about this Privacy Policy or how we handle your personal data, you can raise them with us through our usual contact channels.
You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe your rights have been infringed. In the United Kingdom, this is generally the Information Commissioner's Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will take appropriate steps to inform you, which may include updating the policy on our website or providing notice through our usual communication channels.
We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
