Greenwich Man and Van Privacy Policy

This Privacy Policy explains how Greenwich Man and Van collects, uses, stores and protects personal data relating to its customers and prospective customers in the Greenwich area. It also explains your rights under the UK General Data Protection Regulation, the EU General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Greenwich Man and Van customers and prospective customers located in the Greenwich area, including individuals, households and businesses who contact us, request a quote, make a booking, or otherwise interact with us in relation to our man and van and related services.

Data Controller

Greenwich Man and Van acts as the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and we are responsible for ensuring that such processing is carried out in accordance with applicable data protection law.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. This may include:

Identification and contact details, such as your name, title, address, postcode, and contact details including mobile or landline number and any communication identifiers you provide to us.

Service and booking information, such as details of the property you are moving from or to, access information, dates and times of moves, inventory notes, any special handling instructions, and information about the type of service requested.

Billing and payment information, such as payment status, invoicing details, transaction history and relevant internal references. We do not store full payment card details; where card payments are used, these are handled by secure payment processors.

Communications and correspondence, including emails, messages, and notes from phone conversations, as well as any feedback, reviews, or complaints that you provide to us.

Technical and usage data, such as basic information about how you visit or access our online content, including dates and times of enquiries submitted via online forms, and basic device or browser information where this is provided to us in the course of your enquiry.

How We Collect Your Data

Your personal data is collected in several ways, including:

Directly from you when you contact us by phone, in writing, or through online enquiry forms to request a quote, make a booking, or ask a question.

During the performance of services when our staff collect relevant details needed to carry out your move or related services safely and efficiently.

From third parties where lawful, for example where a letting agent, landlord, or business contact provides your details in order to arrange a service on your behalf and you have authorised them to do so.

Automatically through limited technical data generated when you interact with any of our online forms or digital content, to the extent this is necessary to submit your request and ensure basic security.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, this may include:

Contract: We process your data where it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or use our services.

Legal obligation: We process certain data to comply with legal and regulatory requirements, such as record keeping, tax obligations and responding to lawful requests from authorities.

Legitimate interests: We process data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer queries, preventing fraud, and maintaining business records.

Consent: In limited cases, we may rely on your consent, for example if we wish to send you certain types of marketing communications not covered by legitimate interests. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide estimates and quotations, including assessing the details of your move or service request, responding to your enquiries and preparing an accurate cost estimate.

To manage bookings and deliver services, including scheduling your move, planning routes, assigning staff, and carrying out related services in a safe, efficient and professional manner.

To manage payments and accounts, including issuing invoices, processing payments through our chosen payment processors, and maintaining proper financial records.

To communicate with you, including confirming bookings, providing updates about your service, responding to your questions, and handling any changes, cancellations or follow-up queries.

To handle feedback, reviews and complaints, allowing us to address any concerns raised, improve our services and maintain service quality.

To maintain security and prevent fraud, including verifying identity where appropriate, protecting our business, staff and customers, and monitoring for any activity that may be unlawful or abusive.

To comply with legal obligations and enforce our rights, for example by keeping records required by law or taking steps to protect our legal interests.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described above, always in accordance with data protection law. These third parties may include:

Service providers and subcontractors that help us deliver our services, such as additional removal teams, specialist carriers, or storage facilities where these are required to complete your booking.

Payment processors that handle card or electronic transactions on our behalf in a secure manner. These providers act as data processors and are contractually bound to protect your data.

Professional advisers, such as accountants or legal professionals, where this is necessary for our legitimate business needs and compliance obligations.

Regulators, law enforcement or other authorities where we are legally required or where it is necessary to protect our rights, customers or staff.

Where we use data processors, we ensure there is an appropriate written contract in place requiring them to process your personal data only on our instructions, to keep it confidential and secure, and to comply with applicable data protection requirements.

International Transfers

Our services are primarily provided within the Greenwich area and the United Kingdom. If it becomes necessary to transfer your personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or equivalent protections as required by law.

Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements. In general:

Booking and service records are retained for a period that allows us to respond to queries, manage our relationship with you and comply with our legal obligations, typically several years after the service is completed.

Financial records, including invoices and payment information, are retained for the period required by tax and accounting laws.

Communications and enquiry records may be kept for a reasonable period to manage follow-up, resolve disputes and improve our services.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Measures may include restricted access to records, secure storage of physical documents, safeguards around electronic systems and training for staff on data protection responsibilities. While we strive to protect your personal data, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, these include:

Right of access: You can request confirmation of whether we process personal data about you and obtain a copy of that data, together with information about how it is used.

Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for its original purpose and we have no overriding legal or legitimate grounds to retain it.

Right to restriction: You can request that we restrict the processing of your data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object: You can object to processing based on our legitimate interests, including certain forms of direct marketing, where you believe your rights and interests outweigh our grounds for processing.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller where technically feasible.

Where we rely on consent as the lawful basis for processing, you can withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Greenwich Man and Van handles your personal data, you can contact us using the contact details provided on our main customer information and booking materials. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are not satisfied with our response or believe that 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 services. Any updated version will apply from the date it is issued. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.