Privacy Policy - Epsom Man And Van

Effective date: [Insert Date]

This Privacy Policy explains how Epsom Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Epsom Man And Van customers in the area, including anyone who requests a quote, makes a booking, receives a moving service, or otherwise interacts with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Epsom Man And Van provides man and van, removal, collection, delivery, and related transport services. In the context of this policy, we, us, and our refer to Epsom Man And Van as the data controller for the personal data we process in connection with our services.

Where we engage third parties to process data on our behalf, they act as processors and may only process personal data according to our documented instructions and applicable law.

2. Personal Data We Collect

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

Identity details such as your name and, where relevant, company name.
Contact details such as phone number, email address, and service address.
Booking and service information including requested dates, move details, inventory notes, access requirements, parking information, and delivery instructions.
Payment information such as payment status, transaction references, and billing records. We do not store more card information than is necessary to process a payment securely.
Communication records such as emails, messages, call notes, complaints, and service updates.
Usage and technical data where applicable, such as basic website or device information collected through cookies or similar technologies, if used.
Special category data only where you voluntarily provide it and where it is necessary for a specific request, for example access needs that may reveal health-related information. We handle such data with additional care and only where a lawful basis applies.

We do not intentionally collect more personal data than required for the purposes described in this policy.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To confirm, manage, and complete bookings.
To plan routes, allocate staff, and carry out removals or deliveries safely and efficiently.
To issue invoices, take payments, and maintain financial records.
To communicate service updates, changes, delays, or issues.
To deal with complaints, claims, or disputes.
To maintain internal records, quality control, and service improvement.
To meet legal, tax, accounting, and insurance requirements.
To prevent fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another compatible purpose and that purpose is lawful.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the activity, our lawful bases may include:

Contract — where processing is necessary to provide a quote, enter into a service agreement, manage a booking, or perform our obligations under a contract with you.
Legal obligation — where we must process data to comply with accounting, tax, insurance, regulatory, or record-keeping obligations.
Legitimate interests — where processing is necessary for our legitimate business interests, such as improving services, managing operations, preventing fraud, and maintaining internal records, provided these interests do not override your rights and freedoms.
Consent — where we rely on your consent for a specific purpose, such as certain optional communications or the handling of particular data you choose to provide. You may withdraw consent at any time where consent is the lawful basis.

Where special category data is processed, we will also ensure that an additional condition under UK GDPR is met, and we will limit such processing to what is necessary.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to provide our services or comply with the law. These may include:

Payment providers who process transactions securely.
Accounting and bookkeeping providers who help us manage our financial records.
IT, email, storage, and systems providers who support our business operations.
Insurance providers in connection with claims, liability, or risk management.
Subcontractors or service partners involved in carrying out a booking or delivery where required.
Legal, regulatory, or law enforcement bodies where disclosure is required by law or necessary to protect rights, property, or safety.

We require our processors and service providers to protect your information and to use it only for specified purposes. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, tax, or insurance requirements.

Retention periods may vary depending on the type of data and the purpose of processing. In general:

Quotation and enquiry records may be kept for a limited period to manage follow-up queries and service administration.
Booking, invoicing, and payment records may be retained for statutory accounting and tax periods.
Communication records and service notes may be retained for customer service, dispute resolution, and operational purposes.
Claim-related records may be retained for as long as necessary to handle the claim and any associated legal requirements.

When personal data is no longer required, we will delete, destroy, or anonymise it securely.

7. Data Security

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

While we take reasonable steps to safeguard your information, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security.

8. International Transfers

If any of our processors or service providers store or process data outside the UK, we will take appropriate steps to ensure that your personal data receives a similar level of protection. This may include using approved transfer mechanisms and safeguards required under data protection law.

9. Your Rights

Under UK GDPR, you have certain rights in relation to your personal data. Subject to legal conditions and exemptions, these may 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 restrict processing in certain situations.
Right to data portability — to receive certain data in a structured, commonly used format where applicable.
Right to object — to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent — where we rely on consent, you may withdraw it at any time.

If you make a rights request, we may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Cookies and Similar Technologies

If we use a website or digital tools that place cookies or similar technologies on your device, these may be used for basic functionality, security, analytics, or performance purposes. Where required, we will obtain consent before setting non-essential cookies. You can control cookies through your browser settings.

11. Children’s Data

Our services are intended for adults and businesses arranging removals or deliveries. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult responsible for the booking.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. The updated version will apply from the date it is published or otherwise made available.

13. How We Handle Concerns

If you have concerns about how we use your personal data, you have the right to raise the matter with the relevant data protection authority. We encourage you to contact us first so we can address your concerns promptly and fairly.

Summary of our approach: we collect only necessary personal data, use it on a lawful basis, keep it no longer than needed, protect it with appropriate safeguards, and respect your rights under data protection law.