Privacy Policy - Tooting Man And Van

Last updated: 2026

This Privacy Policy explains how Tooting Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Tooting Man And Van customers in the area, including prospective customers, current customers, and anyone who communicates with us about our services. We are committed to processing personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Tooting Man And Van provides moving, transport, removal, and related logistics services. In connection with those services, we act as a data controller for the personal data we collect and use. This means we determine the purposes and means of processing personal information.

2. Personal Data We Collect

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

Identity data such as your name and title
Contact data such as address, email address, and telephone number
Service data such as booking details, moving requirements, property access information, inventory details, and service preferences
Payment data such as billing information and payment status
Communication data such as messages, enquiries, complaint details, and feedback
Technical data such as device information, IP address, and basic usage details when you interact with our digital systems
Location data where necessary to support service delivery, route planning, or attendance at a collection or delivery address

We usually collect data directly from you when you request a quote, make a booking, communicate with us, or use our services. We may also receive information from third parties where this is necessary for service delivery, such as from someone acting on your behalf, property managers, or payment providers.

3. How We Use Your Personal Data

We use personal data only where we have a valid reason to do so. Our uses include the following:

To provide quotes and confirm bookings
To carry out removal, transport, and related services
To manage schedules, routes, and operational arrangements
To communicate with you about your booking, changes, or service issues
To process payments, invoices, and refunds where applicable
To respond to enquiries, complaints, and requests
To maintain internal records and improve service quality
To protect against fraud, misuse, or unlawful activity
To comply with legal and regulatory obligations

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a lawful basis to do so and, where required, your consent.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Performance of a Contract

We process your data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, scheduling services, completing moves, and handling payments.

Legal Obligation

We may need to process personal data to comply with tax, accounting, consumer protection, fraud prevention, and other legal requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, improving services, securing our systems, handling disputes, and keeping appropriate business records.

Consent

In limited situations, we may rely on your consent, for example for optional marketing communications where required. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and provide our services. These third parties act as processors when they process personal data on our behalf and under our instructions.

Our processors may include:

Payment service providers who process card or online payments
Accounting and bookkeeping providers who support financial records and tax compliance
IT and cloud service providers who store data or maintain business systems
Communication service providers who assist with sending booking updates or service messages
Operational subcontractors or logistics partners where needed to fulfil a booking

We may also share data with professional advisers, insurers, regulators, law enforcement, or other authorities where required by law or necessary to protect our rights, property, customers, or staff.

When we use processors, we ensure appropriate contractual safeguards are in place so that your personal data is processed securely and only for authorised purposes.

6. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under applicable data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

Booking and service records are retained for a reasonable period after completion of the service to manage follow-up issues, complaints, or legal claims
Financial records are kept for the period required by tax and accounting laws
Communication records may be retained to maintain evidence of instructions, agreements, or disputes
Technical and security logs are kept only as long as needed for system security, diagnostics, and compliance

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures include access controls, secure storage practices, staff confidentiality obligations, and regular review of our data handling procedures. While no system can be guaranteed completely secure, we work to ensure the protection of your information.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

Right of access – you may request a copy of the personal data we hold about you
Right to rectification – you may ask us to correct inaccurate or incomplete data
Right to erasure – you may ask us to delete your data in certain circumstances
Right to restrict processing – you may ask us to limit how we use your data in certain cases
Right to data portability – you may request that certain data be provided to you or another organisation in a structured, commonly used format
Right to object – you may 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 wish to exercise any of these rights, we will respond in accordance with applicable law and within the required timeframes. We may need to verify your identity before acting on a request.

10. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will update this policy and provide appropriate information about the process involved.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a service request, such as delivery access details provided by an adult customer. If we become aware that we have collected data unlawfully from a child, we will take steps to delete it promptly.

12. Complaints

If you have concerns about how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority. We would, however, appreciate the chance to deal with your concerns first so that we can try to resolve them directly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage you to review this policy periodically so that you remain informed about how we use personal data.

14. Summary of Our Commitment

We are committed to handling personal data responsibly, securely, and in line with data protection law. We only collect data that is needed for legitimate business purposes, we use it under a lawful basis, we keep it only for as long as necessary, and we share it only with trusted processors or where required by law. This policy applies to all Tooting Man And Van customers in the area and is intended to provide clear information about how your personal data is managed.