Wimbledon Man and Van Privacy Policy

This Privacy Policy explains how Wimbledon Man and Van collects, uses, stores and protects personal data relating to individuals who use our services. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Wimbledon Man and Van customers within our service area.

Who this policy applies to

This Privacy Policy applies to all customers and prospective customers of Wimbledon Man and Van in our operating area, including individuals booking services on their own behalf, individuals booking on behalf of a business, and any other person whose personal data we process in connection with enquiries, bookings or the delivery of our services.

Personal data we collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking or use our services:

Identification and contact details, such as your name, address, service address, billing address, and any other address relevant to the move, as well as your preferred contact details.

Service and booking information, such as details of the services requested, dates and times of moves, access information for properties, inventory or item descriptions where relevant, and any special instructions you provide.

Payment and transaction information, such as amounts charged, payment method used, and records of invoices and receipts. We do not store full payment card details; payment card processing is handled by our payment service providers.

Communication records, such as emails, online forms, notes of telephone conversations, and any other correspondence relating to enquiries, quotes, bookings, feedback or complaints.

Technical and usage information, where you use our website or online forms, such as device information, approximate location, pages visited and interaction data, collected via standard logging and similar technologies. This is used to understand and improve how people use our services.

How we collect personal data

We collect personal data directly from you when you contact us to request information, ask for a quote, make a booking, or communicate with us in any other way. This may be by telephone, in person, via online forms, or through other means of communication.

We may receive personal data about you from third parties where that is required to carry out a booking or where a third party books services on your behalf. In these cases, we take reasonable steps to ensure that you are aware of this Privacy Policy.

Lawful basis for processing

We will only process your personal data where we have a lawful basis to do so under the UK GDPR. Depending on the context, we rely on one or more of the following lawful bases:

Contract: We process personal data where it is necessary to enter into and perform a contract with you for man and van services, including handling enquiries, providing quotes, managing bookings, carrying out moves, and processing payments.

Legal obligation: We process personal data where necessary to comply with legal obligations, such as record keeping, tax and accounting requirements, or responding to lawful requests from public authorities.

Legitimate interests: We process personal data based on our legitimate interests where these are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries, preventing and investigating fraud, maintaining security, and pursuing or defending legal claims.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of direct marketing or for the use of certain optional cookies or similar technologies. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services, including assessing your requirements, providing quotes, confirming bookings, planning and carrying out moves, coordinating staff and vehicles, and communicating with you about your booking.

To process payments, issue invoices and receipts, and maintain accurate financial and accounting records.

To respond to enquiries, requests for information, and customer support queries, including handling feedback and resolving complaints.

To manage our business operations, including service management, quality control, staff training, and improving our services and customer experience.

To maintain the security of our systems, prevent misuse of our services, and detect and investigate fraud or other unlawful activity.

To meet our legal and regulatory obligations and to cooperate with regulators and law enforcement where required.

Data sharing and processors

We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy and where appropriate safeguards are in place. These third parties act as data processors or, in some cases, as independent controllers.

Typical categories of data processors include providers of payment processing services, bookkeeping and accountancy services, information technology and system hosting services, communication and messaging platforms, and vehicle tracking or scheduling tools used to coordinate our services.

Where we use processors, they are only permitted to process personal data on our instructions, for the purposes we specify, and must implement appropriate security measures. We do not sell your personal data.

We may also share personal data where we are required to do so by law, in connection with legal proceedings, or to protect our rights, property or safety, or that of our customers or others.

International data transfers

Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for the transfer of personal data, such as standard contractual clauses or other mechanisms recognised under data protection law.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.

In general, we keep customer and booking records for a period that allows us to manage our relationship with you, handle any queries or disputes, comply with tax and accounting obligations, and demonstrate our compliance with legal requirements. After the relevant retention period has expired, personal data will be securely deleted or anonymised.

The specific retention period may vary depending on the nature of the data and our legal obligations. We regularly review the personal data we hold and remove data that is no longer required.

Security of your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage, staff training, and procedures for responding to suspected data security incidents.

While we take reasonable steps to safeguard personal data, no system is completely secure. You are responsible for ensuring that any communication you send to us is transmitted securely.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data, subject to applicable legal restrictions and exemptions. These rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain related information.

Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or where processing is required for legal claims.

Right to data portability: Where our processing is based on your consent or on a contract with you and is carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine readable format and that it be transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any changes will be effective from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.