Privacy Policy - Fulham Man And Van

This Privacy Policy explains how Fulham Man And Van collects, uses, stores, shares, and protects personal data when providing moving, packing, transport, and related services. It applies to all Fulham Man And Van customers in the area, including anyone who enquires about, books, receives, or otherwise uses our services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that some personal data is necessary for us to deliver moving services safely and efficiently.

1. Information We Collect

We collect only the information needed to manage enquiries, provide services, and meet legal and operational obligations. The type of personal data we may collect includes:

Identity details such as your name and, where relevant, the names of other household members or authorised representatives.
Contact details such as telephone number, email address, and address information for collection and delivery.
Service information including moving dates, inventory lists, access details, parking or property restrictions, and any instructions required for the job.
Payment-related information such as billing details and payment status. We do not store card data unless explicitly required for secure payment processing.
Communication records including messages, quotes, booking notes, complaint correspondence, and service feedback.
Special instructions or sensitive access notes where needed to complete a move safely, such as mobility requirements or building entry arrangements.
Technical data where relevant, such as device or browser information if you contact us electronically.

We usually collect data directly from you, but we may also receive information from third parties where necessary, for example from landlords, estate agents, building managers, or another person authorised to arrange the move on your behalf.

2. How We Use Personal Data

We use personal data to operate our services and maintain accurate business records. Common purposes include:

responding to enquiries and providing quotations;
managing bookings, scheduling, and route planning;
carrying out removals, loading, transport, and delivery services;
confirming identity, property access, and service requirements;
processing invoices, payments, and account records;
communicating about changes, delays, or issues affecting the service;
handling complaints, claims, and customer support requests;
maintaining insurance, legal, accounting, and regulatory records;
improving our services, training staff, and preventing fraud or misuse.

We do not use your personal data for purposes that are incompatible with the original reason it was collected. Where additional use becomes necessary, we will ensure there is a valid legal basis before doing so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Fulham Man And Van relies on the following bases:

Performance of a contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, planning a move, delivering services, and handling payment or service administration.

Legal obligation

We may process and retain certain information where required by law, including tax rules, accounting duties, insurance requirements, or obligations linked to resolving disputes and complying with official requests.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include improving operations, preventing fraud, managing service quality, and keeping proper business records. When relying on legitimate interests, we consider the impact on your privacy and only use data in ways you would reasonably expect.

Consent

In limited circumstances, we may rely on your consent, for example for optional marketing communications or where you voluntarily provide additional information that is not essential for the service. You can withdraw consent at any time, and this will not affect processing carried out before withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer period is required by law. Retention periods may depend on the type of information and the reason it is held.

Enquiry records may be kept for a reasonable period to manage follow-up queries or repeat business.
Booking and service records may be retained for the duration of the service and for a further period to deal with claims, disputes, or customer support.
Financial and accounting records are normally retained for the period required by tax and accounting legislation.
Complaint or legal records may be kept longer where needed to defend legal claims or meet insurance obligations.

When data is no longer required, it is deleted securely or anonymised so that it can no longer identify you. We aim to keep personal information no longer than necessary.

5. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to support our operations. These processors act on our instructions and are required to protect personal data appropriately. Examples may include:

payment service providers for secure transaction processing;
accounting or bookkeeping providers;
IT, cloud storage, and data security providers;
communication and scheduling tools used to manage jobs and customer correspondence;
insurance providers or claims handlers;
professional advisers such as lawyers, auditors, or consultants where necessary.

We may also share personal data with third parties where necessary to deliver the service, such as subcontracted drivers, moving crew members, or property representatives involved in access arrangements. In such cases, we only share what is relevant and necessary.

We do not sell your personal data. We also require any third party processing data on our behalf to apply appropriate technical and organisational safeguards.

6. Data Security

We take appropriate measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and minimising the amount of data shared on a need-to-know basis.

Although we use reasonable safeguards, no method of transmission or storage is completely secure. If a data incident occurs, we will assess it promptly and take steps in line with our legal obligations.

7. Your Rights Under GDPR

You have rights in relation to your personal data. Depending on the circumstances, 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 information.
Right to erasure – to request deletion of your data in certain situations.
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 request your 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 may also have the right to challenge certain decisions and to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have been infringed.

8. Children’s Data

Our services are intended for adults arranging household or business moves. We do not knowingly collect personal data from children except where it is necessary as part of a family move and only to the extent required for the service.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how their information is handled.

10. Summary of Our Commitment

Fulham Man And Van respects your privacy and aims to handle personal data responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for limited periods, and work with processors that are bound by data protection obligations. Your privacy matters to us, and we are committed to protecting it while delivering reliable moving services across the area.