Privacy Policy - Bermondsey Man And Van

This Privacy Policy explains how Bermondsey Man And Van collects, uses, stores, shares, and protects personal data when providing removal, delivery, collection, and related services. It applies to all Bermondsey Man And Van customers in the area, including individuals, households, landlords, tenants, and business customers who use our services within Bermondsey and surrounding locations. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

Bermondsey Man And Van acts as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed. We only collect data that is relevant and necessary for legitimate business purposes, including booking management, service delivery, communication, invoicing, and legal compliance.

We respect your privacy and aim to process data fairly, transparently, and securely.

2. Personal Data We Collect

We may collect and process several categories of personal data depending on the nature of the service requested. This may include:

Identity data such as your name, title, and any business or property name you provide.
Contact data such as telephone number, email address, and service address.
Booking and service data including collection and delivery details, move dates, property access information, item descriptions, and service instructions.
Payment and transaction data including invoice details, payment status, and records of payments received or due.
Communication data such as messages, call notes, complaints, feedback, and correspondence related to bookings or service issues.
Technical data in limited cases, such as device or browser information if you communicate with us online.
Legal and compliance data where needed for fraud prevention, dispute resolution, tax, accounting, or regulatory purposes.

We do not intentionally collect special category data, such as health data, racial or ethnic origin, or religious beliefs, unless it is necessary for a lawful purpose and you voluntarily provide it in connection with service requirements. If such information is received, it will be handled with appropriate safeguards and only where legally permitted.

3. How We Collect Your Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, confirm a move, or contact us.
From your representative, landlord, estate agent, or business contact where they arrange a service on your behalf.
Through records created during the performance of our services, such as delivery notes, invoices, and service logs.
From payment processors, accountants, insurers, or other third parties involved in fulfilling or supporting our services.

Where data is provided by someone else on your behalf, we expect that person to have your permission or another lawful basis for sharing it.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. For example, we use your name, address, contact details, and booking instructions to provide the moving or delivery service you requested.

Legal Obligation

We process certain information to comply with legal obligations, such as tax records, accounting requirements, insurance obligations, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This includes managing bookings, improving operations, preventing fraud, handling customer queries, and maintaining accurate business records.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communication is involved. If we rely on consent, you may withdraw it at any time.

We will always ensure that the basis used is appropriate to the purpose of processing.

5. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To deliver removal, van, transport, pickup, or related services.
To communicate service updates, arrival times, changes, and confirmations.
To issue invoices, process payments, and manage refunds or disputes.
To maintain service records and comply with accounting and legal duties.
To handle complaints, claims, and customer support requests.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.
To improve service quality, scheduling, and operational efficiency.

We only use your data for purposes that are relevant, necessary, and proportionate.

6. Sharing and Processors

We may share personal data with trusted third parties, known as processors, who act on our instructions and are required to protect your data. These may include:

Payment processors that handle card payments or online payment records.
Accountants and bookkeepers who assist with financial reporting and tax compliance.
IT and cloud service providers who support secure storage, email, or system management.
Insurance providers and claims handlers where needed to manage liability or disputes.
Professional advisers such as legal advisers, auditors, or consultants.
Subcontractors or operational partners who help fulfil a booking, subject to appropriate safeguards.

We only share data when necessary and only with parties that have a legitimate need to process it. We do not sell your personal data.

In some circumstances, we may also disclose personal data if required by law, regulation, court order, or to protect the rights, property, or safety of Bermondsey Man And Van, our customers, staff, or others.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, insurance, and operational requirements. The retention period depends on the type of information and the reason for keeping it.

Booking and service records are retained for a period that allows us to manage customer relations, disputes, and operational continuity.
Invoice and payment records are retained for the period required by tax and accounting law.
Complaint, claim, and correspondence records may be retained longer where necessary to resolve issues or defend legal claims.

When personal data is no longer needed, we will delete, anonymise, or securely archive it in line with our retention practices. We do not keep data indefinitely without a valid reason.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage practices, staff confidentiality obligations, and supplier checks.

Although no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

9. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in line with UK data protection law. This may include standard contractual protections or transfer mechanisms recognised by law.

10. Your Rights

As a data subject, you have several rights in relation to your personal data, subject to legal limitations. These 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to data portability – to request data you provided in a structured, machine-readable format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements and may ask for information to verify your identity.

11. Marketing

We may send marketing messages only where permitted by law. If we contact you for marketing purposes, you may opt out at any time. We will not send unnecessary promotional material and will respect your preferences.

12. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority. You may also contact us first so we can review and address your concern. We take privacy complaints seriously and aim to deal with them promptly and fairly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the time it is published or otherwise communicated. We encourage customers to review this policy periodically.

14. Scope of This Policy

This Privacy Policy applies to all Bermondsey Man And Van customers in the area and to all personal data processed in connection with our services. By using our services, you acknowledge that your data may be processed as described in this policy and in accordance with applicable law.

Bermondsey Man And Van is committed to lawful, fair, and transparent data processing. We aim to collect only what is necessary, keep it secure, and respect your rights at every stage of the customer relationship.