Privacy Policy
Fulham Man and Van Privacy Policy
This Privacy Policy explains how Fulham Man and Van collects, uses, stores, and protects personal data of customers and prospective customers located in the Fulham area and surrounding neighbourhoods. It is designed to comply with the UK General Data Protection Regulation and relevant data protection laws. By using our services, requesting a quote, or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.
Scope and who this policy applies to
This Privacy Policy applies to all Fulham Man and Van customers, prospective customers, and website or enquiry users in our operating area. It covers personal data collected through our website, by phone, in person, through messaging services, and via any other communication or booking channels we use for our man and van and related services.
What personal data we collect
We collect only the personal data that is necessary to provide and manage our services. The types of data we may collect include:
Identification and contact details such as name, address, collection and delivery addresses, and other contact information submitted by you when you request a quote or make a booking.
Booking and service details such as details of the items to be moved, preferred dates and times, access information, service notes, and any additional instructions you provide.
Payment and transaction information such as amount paid, payment method type, billing address, and transaction references. We do not store full payment card details if you pay by card; these are processed securely by our payment service providers.
Communication records such as enquiries, quotes, emails, messages, feedback, and any other correspondence you send to us, as well as notes we make in relation to your booking.
Technical and usage information where applicable, such as basic information about how you access our website or online forms, including device type and pages visited. This may be collected through cookies or similar technologies where used and subject to your preferences.
How and why we use your personal data
We use your personal data only for specific, lawful purposes, including:
To provide and manage our services including creating and managing bookings, planning routes, carrying out collections and deliveries, handling payments, and providing customer support.
To respond to enquiries and quote requests including providing price estimates, availability information, and follow-up communications relating to your requested services.
To manage our relationship with you including sending important service-related notifications such as booking confirmations, changes to collection times, and updates about your move.
To improve our services including monitoring performance, managing our vehicles and staff, and enhancing the efficiency and safety of our operations.
To meet legal and regulatory obligations including record-keeping for tax and accounting purposes, responding to lawful requests from authorities, and maintaining appropriate insurance and safety records.
To protect our business and prevent misuse including handling disputes, fraud prevention, and enforcing our contractual rights.
Lawful bases for processing
Under data protection laws, we must have a lawful basis for processing your personal data. Depending on the specific activity, we rely on the following lawful bases:
Performance of a contract where we process your data to provide our services, respond to requests, prepare quotes, and manage your bookings and payments.
Legitimate interests where we process data for purposes such as improving our services, managing our business, handling enquiries from potential customers, protecting our operations, and preventing fraud, provided these interests are not overridden by your rights.
Legal obligation where we are required to keep certain records for tax, accounting, insurance, or regulatory purposes, or where we must respond to lawful requests from authorities.
Consent where required for optional activities, for example certain marketing communications or non-essential cookies. Where we rely on consent, you can withdraw it at any time using the contact methods provided in our general communications.
Data retention and storage
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, or as required by law. Retention periods may vary depending on the type of data:
Booking and service records are generally retained for a number of years after completion of the service in order to manage our accounts, comply with tax and legal obligations, and handle any potential disputes or claims.
Enquiry and quote information where no booking is made may be kept for a shorter period, for example to follow up on your enquiry and maintain records of communications.
Payment and transaction information is kept for as long as required by financial and legal regulations and our legitimate business needs. Full payment card details are not stored by us where payments are processed via secure third-party providers.
Communications and feedback may be retained for a reasonable period to help us monitor and improve our services and respond to any concerns.
At the end of the relevant retention period, we will securely delete or anonymise your data.
Data processors and third-party sharing
We may share your personal data with selected third parties that act as data processors on our behalf. These processors are engaged only where necessary to support our services and are required to process your data securely, only according to our instructions, and in compliance with data protection laws.
These processors may include:
Payment service providers that securely process card payments and other transactions.
IT and hosting service providers that host our systems, website, or communication tools.
Business support providers such as accountants or administrative service providers that help us manage our records and operations.
We may also share data with third parties where required by law, for example with regulatory authorities, law enforcement agencies, or insurers, or in connection with legal claims or business restructuring.
We do not sell your personal data to third parties.
International data transfers
Where our service providers or technical systems are located outside the United Kingdom or European Economic Area, your personal data may be transferred internationally. In those cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, so that your data remains adequately protected.
How we protect your data
We take appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, secure storage systems, encryption or pseudonymisation where appropriate, staff training, and regular review of our procedures and processors.
Your data protection rights
You have a number of rights in relation to your personal data under data protection law. These may include:
Right of access the right to request confirmation of whether we hold your personal data and to request a copy of the data we hold about you.
Right to rectification the right to ask us to correct inaccurate or incomplete personal data.
Right to erasure the right to request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected and there is no legal reason for us to retain it.
Right to restriction the right to ask us to restrict the processing of your data in certain situations, such as where the accuracy of the data is contested or where you have objected to our use of it.
Right to object the right to object to processing that is based on our legitimate interests, including certain types of profiling, on grounds relating to your particular situation.
Right to data portability the right, in certain circumstances, to receive your personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.
Right to withdraw consent where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed. In the United Kingdom, this is generally the Information Commissioner's Office.
Children's data
Our services are intended for adults and business users. We do not knowingly collect personal data from children. If you believe that we have collected personal data relating to a child, you should contact us so that we can review and, where appropriate, delete such data.
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 protection practices. When we make significant changes, we will take reasonable steps to inform you. The most current version of this Privacy Policy will apply to the processing of your personal data.
Your continued use of our services following any updates to this Privacy Policy will indicate your acknowledgement of the updated terms.
