Privacy Policy - Fulham Man And Van

Fulham Man And Van is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving, removals, delivery, packing, and related services. It applies to all Fulham Man And Van customers in the area, including prospective customers, current customers, and anyone who enquires about our services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services or submitting your information to us, you acknowledge that your personal data may be processed in accordance with this policy.

1. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, fulfilling legal obligations, and improving our operations. The types of data we may collect include:

Identity information such as your name, title, and, where relevant, business name.
Contact information such as telephone number, email address, billing address, collection address, and delivery address.
Booking and service details such as moving dates, inventory lists, access information, property details, and special handling instructions.
Payment information such as payment records, invoicing details, and transaction references. We do not intentionally store full card details unless required by a secure payment provider.
Communication records including enquiries, messages, complaints, feedback, and notes from phone calls or emails.
Technical data such as basic website or device information where applicable, including IP address, browser type, and usage data if you interact with our online systems.
Operational and service history including previous bookings, service preferences, and claims relating to damages or disputes.

In some cases, you may provide information about other people, such as family members, landlords, tenants, building managers, or business contacts. Please ensure you have permission to share that information with us when required.

2. How We Use Your Personal Data

We use your personal data only for legitimate business and legal purposes. Typical uses include:

processing enquiries and providing quotations;
managing bookings and scheduling removals or deliveries;
communicating with you about your service;
planning routes, logistics, packing, and transport requirements;
issuing invoices, processing payments, and keeping financial records;
handling complaints, insurance matters, and service disputes;
meeting legal, tax, and accounting obligations;
maintaining service quality, security, and staff training;
improving our operations, customer experience, and internal processes.

We will not use your personal data for purposes that are incompatible with those stated here unless we have a lawful reason to do so and, where required, your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotes, making bookings, carrying out removals, and providing agreed services.

Legal Obligation

We may process information when required to comply with legal obligations, including tax records, accounting rules, insurance requirements, and regulatory duties.

Legitimate Interests

We may process certain data where it is necessary for our legitimate interests and where your rights do not override those interests. This may include improving services, preventing fraud, securing operations, keeping internal records, and managing customer communications.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional marketing communications or certain non-essential processing. Where consent is used, you may withdraw it at any time.

4. Sharing Your Information

We may share personal data with trusted third parties where necessary for service delivery, business administration, or compliance. These may include:

Payment processors who help us take and manage payments securely;
Accountants and professional advisers who support our financial, legal, or insurance obligations;
Subcontractors or service partners involved in the handling, transport, storage, or completion of a move;
IT and cloud service providers who host systems, email, storage, or customer management tools;
Insurers and claims handlers when dealing with losses, damage, or disputes;
Public authorities or regulators where disclosure is required by law.

We require processors and service providers to process personal data only on our instructions, to keep it secure, and to use it only for the purposes specified by us.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry data may be kept for a reasonable period to manage follow-up questions and future service requests.
Booking, invoicing, and transaction records may be retained for several years to comply with tax and accounting requirements.
Communication and complaint records may be retained to evidence service history and resolve disputes.
Claims or legal correspondence may be kept for longer where needed for insurance, contractual, or legal purposes.

When data is no longer required, we will take reasonable steps to delete, anonymise, or securely destroy it.

6. International Transfers

Where any of our service providers store or process data outside the United Kingdom, we will take appropriate safeguards to protect your information. These safeguards may include approved contractual protections and assessments to ensure an adequate level of data protection.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and restricted use of personal information on a need-to-know basis.

While we take security seriously, no system can be guaranteed to be completely secure. If we become aware of a data breach that affects your rights and freedoms, we will handle it in line with our legal obligations.

8. Your Rights

As a data subject, you have rights under UK data protection law. Subject to certain conditions and exemptions, these may include:

The right to be informed about how your data is collected and used;
The right of access to receive a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances, sometimes called the right to be forgotten;
The right to restrict processing in limited situations;
The right to data portability for information you provided to us, where applicable;
The right to object to processing based on legitimate interests or direct marketing;
Rights relating to automated decision-making, where such processing applies.

If we rely on consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so that we may try to resolve them promptly.

9. Marketing Communications

We may send service-related messages that are necessary for booking, delivery, or customer support. We will only send optional marketing communications where permitted by law or where you have given consent, if required. You may opt out of marketing communications at any time.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in connection with a booking or move. If we become aware that we have collected such data without a lawful basis, we will take appropriate steps to delete it.

11. Third-Party Links and External Services

If you interact with external services or websites linked through our communications or systems, those third parties may process your data under their own privacy terms. We are not responsible for the privacy practices of those third parties, so we encourage you to review their policies separately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Contact and Further Information

If you have questions about this Privacy Policy, wish to exercise your rights, or want more information about how your data is handled, you may contact us through the appropriate customer service channels provided at the time of booking or enquiry. We will respond in line with our legal obligations and within a reasonable timeframe.

Summary of our commitment: we process personal data fairly, securely, and only where necessary for our services, legal duties, and legitimate business interests. Privacy and trust matter to us, and we aim to handle every customer’s information with care and respect.