Privacy Policy - Bermondsey Man And Van

This Privacy Policy explains how Bermondsey Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Bermondsey Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives moving, delivery, or transport services from us. We are committed to processing personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Bermondsey Man And Van provides moving, delivery, transport, and related logistics services. In the context of this policy, we act as the data controller for personal data we collect and determine how and why that data is used. This means we decide the purposes and means of processing customer information necessary to deliver our services and manage our business operations.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity information: name, title, and, where necessary, proof of identity.
Contact information: address, email address, telephone number, and collection or delivery addresses.
Booking information: service details, preferred dates, inventory or item descriptions, access information, and special instructions.
Payment information: billing details, payment confirmations, and transaction records. We do not retain full card details unless required by our payment provider and permitted by law.
Communication records: emails, messages, call notes, complaints, and customer service correspondence.
Service and operational data: van booking logs, route notes, job completion records, and staff notes relevant to service delivery.
Technical information: limited website or device information if you interact with our online systems, such as IP address, browser type, or usage data, where applicable.

We do not deliberately collect special category personal data unless it is strictly necessary and a lawful condition under UK GDPR applies. If such information is voluntarily disclosed by you, we will handle it with additional care and only process it where legally permitted.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, confirm, and carry out removals, deliveries, and related services.
To manage payments, invoices, refunds, and account administration.
To contact customers about bookings, delays, access issues, or service changes.
To maintain internal records and service quality.
To handle complaints, disputes, and customer support requests.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.
To improve our services, operations, and customer experience.

We only process personal data that is adequate, relevant, and limited to what is necessary for these purposes.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases depending on the context:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling services, completing moves, processing payments, and communicating about your booking.

Legal Obligation

We may process certain information to comply with legal obligations, such as tax rules, accounting requirements, record keeping, insurance, or lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Examples include improving our services, maintaining security, preventing fraud, managing business records, and handling customer enquiries efficiently.

Consent

In limited cases, we may rely on your consent, for example where we wish to send certain marketing communications or process optional information. Where consent is used, you may withdraw it at any time.

Vital Interests and Public Task

These bases are unlikely to apply in most cases, but may be relied upon where necessary to protect someone’s life or where a legal public task requires it.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and lawful. These recipients may act as processors or independent controllers depending on the service they provide. Examples include:

Payment service providers: to process card or electronic payments securely.
IT and cloud service providers: to host systems, store records, or support communications.
Accounting and bookkeeping providers: to manage invoices, payments, and financial records.
Professional advisers: such as lawyers, insurers, auditors, or consultants where needed for advice or compliance.
Delivery or subcontracted service partners: where required to fulfil a booking or assist with a service.
Regulators, law enforcement, or public authorities: where disclosure is required by law or necessary to protect rights and safety.

When we use processors, they are only allowed to process personal data on our instructions and must implement appropriate technical and organisational security measures. We ensure contracts are in place requiring confidentiality, data protection compliance, and restricted use of your data.

6. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under applicable data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, and insurance requirements. Retention periods depend on the type of data and the reasons for processing. In general:

Booking and service records are retained for a period appropriate to business, legal, and contractual needs.
Financial and tax records are kept for the period required by law.
Customer correspondence may be retained while it remains relevant to service, dispute resolution, or record keeping.
Data no longer required is securely deleted, anonymised, or otherwise disposed of safely.

Where data is kept for longer than usual, it is only because a legal, regulatory, or dispute-related need requires it.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risk.

9. Your Data Protection Rights

Under UK GDPR, you may have the following rights in relation to your personal data:

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 restriction: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exceptions under data protection law. If you exercise a right, we may need to verify your identity before responding.

10. Marketing Communications

We will only send marketing communications where permitted by law. If you have given consent or if a soft opt-in applies, you may receive relevant updates from us. You can object to or withdraw from marketing at any time. We will not use your personal data for marketing in a way that is unfair, intrusive, or inconsistent with your rights.

11. Children’s Data

Our services are intended for adults and business or domestic customers arranging transport or moving services. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and lawful basis exists. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their information is handled.

13. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you have the right to raise a complaint with the relevant data protection supervisory authority in the UK. You may also contact us to discuss any concerns so we can try to resolve them promptly and fairly. We value transparency, accountability, and lawful processing in all our operations.

Summary: This Privacy Policy explains how Bermondsey Man And Van collects, uses, shares, retains, and protects customer data, the lawful bases for processing, and the rights available to individuals under UK GDPR.