Fulham Man and Van Privacy Policy

This Privacy Policy explains how Fulham Man and Van collects, uses, stores and protects personal data about its customers and prospective customers in the Fulham area and surrounding locations. It is intended to comply with the UK 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 customers, potential customers and website users of Fulham Man and Van in the Fulham area and any neighbouring areas in which we provide man and van or related transport services. It covers personal data collected through our website, over the telephone, in person, via messaging services, and through any other contact or booking channels we use.

Data Controller

Fulham Man and Van is the data controller in respect of the personal data we collect and process about you. This means that we determine the purposes and means of processing your personal information. Where we use third-party service providers to process data on our behalf, they act as data processors and must follow our instructions and comply with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identification data such as your full name and, where relevant, the name of your business or organisation.

Contact details including your address, email address, and any other contact information you provide so that we can communicate with you about your booking or enquiry.

Service and booking information such as collection and delivery addresses, dates and times of moves, access instructions, inventory descriptions, special handling requirements and any other information you provide so we can carry out the service.

Payment and billing details including information required to process payments and issue invoices. We do not store full card details where payments are processed through secure payment providers.

Communication records including emails, messages, and notes from phone calls or in-person discussions relevant to your enquiries, quotes and bookings.

Technical usage data related to your use of our website such as IP address, approximate location, browser type and device information, as well as information from cookies or similar technologies where used. This is primarily to ensure the website functions correctly and to improve our services.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through our website or online forms, via messaging services, or in person. Data may also be collected when you request a quote, confirm a booking, make a payment, or otherwise interact with our services.

We may receive limited personal data about you indirectly from third parties, for example if a relocation partner or comparison platform forwards your enquiry to us, or where another person books our services on your behalf. In such cases, we treat the data in accordance with this Privacy Policy.

Lawful Basis for Processing Your Data

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, the lawful basis will usually be one or more of the following:

Contract: We process personal data where it is necessary to enter into or perform a contract with you, such as arranging quotes, confirming bookings, carrying out moves, managing changes, and providing customer support.

Legal obligation: We may process personal data where we need to comply with legal or regulatory obligations, including tax, accounting and record-keeping requirements, and responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include managing and improving our services, handling customer enquiries and complaints, monitoring service quality, and protecting our business from fraud or misuse.

Consent: In some limited situations, we may rely on your consent, for example for certain types of optional marketing communications. Where processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes, respond to enquiries and confirm availability for requested dates and services.

To set up, manage and fulfil bookings for man and van or related services, including planning routes and logistics, organising staff and vehicles, and updating you about your booking.

To take and process payments, issue invoices, handle refunds where applicable, and maintain accurate financial records.

To communicate with you about your booking, including confirmations, reminders, changes, and follow-up messages relating to service quality.

To handle complaints, resolve disputes, and manage any claims or queries arising from the services we provide.

To maintain and improve our services, internal systems and processes, including training, quality control and business analysis.

To send you limited and relevant information about our services or similar services you have previously used, where permitted by law and subject to your rights to opt out.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy. These include:

Service providers and contractors who support our operations such as payment processors, accounting or administration providers, IT and hosting providers, and customer management systems. These parties act as data processors and may only process your data on our instructions.

Operational partners such as subcontracted drivers or removal teams where needed to deliver all or part of the service. Only the minimum data necessary is shared for the completion of the work.

Professional advisers including legal, financial or insurance advisers where this is needed to manage our business, defend legal claims or comply with our legal obligations.

Authorities or regulators where we are required by law or court order to disclose information, or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, and to satisfy any legal, accounting or reporting requirements. Retention periods may vary depending on the type of data and the nature of our relationship with you.

In general, data relating to bookings, invoices and payments is retained for a period required under applicable tax and accounting laws. Communication records and service-related information may be retained for a reasonable time in case of queries, disputes or complaints about our services.

When personal data is no longer needed for the purposes set out in this Privacy Policy, we will securely delete, anonymise or otherwise remove it from our systems.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or destruction. Measures may include restricted access controls, secure storage, use of reputable service providers, and staff training on data protection responsibilities.

While we take reasonable steps to safeguard your information, no transmission of data over the internet or any storage system can be guaranteed to be completely secure. You are responsible for ensuring that any personal data you send to us is transmitted safely.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these may include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

The right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.

The right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

The right to restrict processing: You may request that we restrict the processing of your personal data in specific situations, such as while accuracy is being checked.

The right to data portability: In some cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format and transfer it to another service provider where technically feasible.

The right to object: You may object to our processing of your personal data where we rely on legitimate interests, including for direct marketing. We will stop processing unless we have compelling legitimate grounds or a legal obligation to continue.

Where our processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided through our usual customer communication channels. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been violated. We encourage you to contact us first so that we can try to resolve any concerns directly.

International Transfers

Our main operations are based in the UK. Where we use service providers located outside the UK or the European Economic Area, we will take appropriate steps to ensure that your personal data is protected, such as using standard contractual clauses or relying on other recognised transfer mechanisms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any significant changes will be indicated by updating the date of the policy and, where appropriate, by notifying you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.