Privacy Policy - Greenwich Man And Van

This Privacy Policy explains how Greenwich Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removals, and related services to customers in the Greenwich area. It applies to all Greenwich Man And Van customers in area, including individuals, households, landlords, tenants, students, and business clients who use our services or communicate with us about a booking, quote, or enquiry.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy should be read carefully so you understand what information we collect, why we use it, and what rights you have in relation to it.

1. Personal Data We Collect

We collect only the personal data that is necessary to deliver our services, manage bookings, comply with legal obligations, and improve our operations. The types of information we may collect include:

Identity details such as your name and, where relevant, the names of other people involved in the booking.
Contact details including address, email address, and telephone number.
Service information such as moving dates, property access details, inventory lists, and special handling instructions.
Payment information such as billing details and transaction records. Card details may be processed securely by payment providers and are not necessarily stored by us.
Communication records including emails, phone notes, messages, complaints, and feedback.
Technical information such as basic website or device data if you interact with our digital systems, where applicable.
Access and safety information including parking restrictions, building access notes, lift availability, and other operational details needed to complete the move safely.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or it is required for a specific legal or operational reason. If such information is shared with us, we will handle it with appropriate safeguards and only for a permitted purpose.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and complete moving and removal services;
to communicate with you about your booking, schedule changes, and service updates;
to process payments, deposits, refunds, and invoices;
to respond to enquiries, complaints, and claims;
to keep records for administration, accounting, and business analysis;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We only use personal data in ways that are compatible with the reasons it was collected. Where we wish to use data for a new purpose, we will only do so if the law allows it.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the type of data and the purpose, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation, confirming a booking, arranging the move, and handling related payments and service administration.

Legal Obligation

We may process data to meet legal and regulatory requirements, including tax, accounting, insurance, and record-keeping duties. We may also need to retain information for dispute resolution or claims management.

Legitimate Interests

We may process data based on our legitimate business interests, provided your rights do not override those interests. This may include improving our services, maintaining accurate internal records, preventing fraud, protecting property, and managing customer enquiries. Where we rely on legitimate interests, we ensure the processing is proportionate and relevant.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific type of communication. Where consent is used, you can withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us deliver our services or operate our business. These third parties act as processors or, in some cases, separate controllers. We only share data where necessary and with appropriate safeguards.

Examples of processors or service providers may include:

IT and cloud service providers that support our email, storage, scheduling, or record-keeping systems;
payment processors that securely handle card or online payments;
accounting and bookkeeping providers who support financial administration;
customer management tools used to organise quotes, bookings, and service notes;
professional advisers such as insurers, legal advisers, or auditors, where necessary;
subcontractors or crew members engaged to help fulfil a move or removal service.

We require processors to act only on our instructions, keep data secure, and not use it for their own purposes. Where data is transferred outside the UK, we will use lawful transfer safeguards as required by applicable law.

We may also disclose personal data where required by law, where necessary to establish, exercise, or defend legal claims, or to protect the rights, property, or safety of our business, staff, customers, or others.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of record and the purpose of processing.

In general:

booking and service records are retained for a period necessary to manage the contract and handle any follow-up issues;
financial and tax records are retained for the period required by law;
complaints, claims, and dispute-related records may be retained longer if needed to resolve the matter or defend a legal claim;
unnecessary or outdated data is securely deleted or anonymised when it is no longer needed.

Retention is reviewed periodically so that data is not kept for longer than necessary. When data is no longer required, we will take reasonable steps to securely erase or anonymise it.

6. 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 training, and restricted handling of sensitive records.

Although we work hard to safeguard information, no method of transmission or storage is completely secure. If a data incident occurs, we will respond appropriately and, where required, notify the relevant authorities and affected individuals.

7. Your Rights

As a data subject, you have rights under data protection law. Subject to legal limits and exemptions, these rights 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 data;
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 cases;
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 where applicable;
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the issue promptly.

8. Children’s Data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect personal data from children except where it is necessary for the completion of a household move and provided by an adult responsible for the booking. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically so you remain informed about how we handle your data.

10. Summary of Our Commitment

We respect your privacy and handle your personal data responsibly. We collect only what is necessary, use it for clear and lawful purposes, retain it only as long as needed, and share it only with trusted processors or where required by law. If you are a customer of Greenwich Man And Van in the Greenwich area, this policy sets out how your information is protected and how you can exercise your rights.