Tooting Man and Van Privacy Policy

This Privacy Policy explains how Tooting Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers in the Tooting area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and the Data Protection Act, as well as the rights you have in relation to your personal data.

This Privacy Policy applies to all Tooting Man and Van customers and individuals who make enquiries or bookings for our services in the Tooting area, whether contact is made online, by message, or in person.

Who We Are And Scope Of This Policy

Tooting Man and Van is a local removals and transport service operating in and around the Tooting area. For the purposes of data protection law, Tooting Man and Van is the data controller in relation to personal data we collect and use about you.

This Privacy Policy covers personal data we collect when you contact us to request a quote, make a booking, use our services, provide feedback, or otherwise interact with us as a customer or potential customer.

Personal Data We Collect

We only collect information that is necessary for us to provide our services, manage our business and comply with the law. The types of personal data we may collect include:

Identification and contact details: your name, address, pick-up and drop-off addresses, and other relevant location details related to the service you request.

Communication details: information you provide when you contact us, such as the content of messages or conversations relating to quotes, bookings, complaints or feedback.

Booking and service details: dates and times of your bookings, details of items to be moved, access instructions, and any special requirements you tell us about.

Payment-related information: high-level details about payments such as amounts, dates and methods used. We do not store full payment card details; payments may be processed securely by third-party payment processors acting as data processors on our behalf.

Technical and usage data: limited information about how you interact with our online presence, where applicable, such as basic device or browser information and date and time of contact. Any such data is kept to what is necessary to respond to your enquiries and manage our services.

We do not intentionally collect special category personal data such as health information, unless it is strictly necessary for fulfilling a specific request and you choose to provide it voluntarily. Where that happens, we will only use it for the purpose you provided it for.

How And Why We Use Your Personal Data

We use your personal data only when we have a lawful basis to do so under data protection law. The main purposes for which we use your data are:

To provide our services: to respond to enquiries, provide quotes, manage bookings, carry out removals and transport services, and communicate with you about your jobs. The lawful basis for this is performance of a contract or taking steps at your request before entering into a contract.

To manage our business and records: to maintain customer records, job details, invoices and accounts, for administration, planning and service improvement. The lawful basis for this is our legitimate interests in running and improving our business in a way that does not override your rights.

To handle payments and invoices: to process or record payments and issue invoices or receipts, including dealing with payment queries or disputes. The lawful basis is performance of a contract and compliance with legal obligations.

To respond to complaints and disputes: to investigate and resolve complaints or legal claims. The lawful bases are legitimate interests in protecting our business and, where required, compliance with legal obligations.

To comply with legal obligations: to meet tax, accounting, insurance and other regulatory requirements. The lawful basis is compliance with legal obligations.

Where we rely on legitimate interests, we carefully consider your rights and expectations and only process personal data in a way that you would reasonably expect in the context of using a local man and van service.

Data Processors And Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only allowed to process your data according to our instructions and must protect it in line with data protection law.

Examples of such processors and third parties include:

Payment processors: to securely process card or electronic payments and prevent fraud.

IT and hosting providers: to host and support any systems we use for managing enquiries, bookings and records.

Professional advisers: such as accountants or legal advisers, where needed for tax, accounting or legal purposes.

We may also need to share personal data with public authorities, regulators, law enforcement or courts where we are legally required to do so or where it is necessary to protect our rights or respond to legal proceedings.

We do not sell your personal data to third parties and we do not permit our processors to use your data for their own independent purposes.

Data Retention

We keep personal data only for as long as is necessary for the purposes described in this Privacy Policy, or as required by law.

The length of time we retain data depends on the type of information:

Enquiry information: if you contact us for a quote but do not proceed, we may keep your enquiry details for a limited period so we can handle any follow-up questions, after which we will delete or anonymise the data.

Customer and booking records: if you use our services, we keep your contact details, booking information and related records for a period that allows us to respond to queries about past jobs, manage repeat bookings and comply with tax and accounting requirements. This may typically be several years after the end of the financial year in which the service was provided, in line with legal and accounting obligations.

Payment and invoice records: we retain invoices and related financial records for the period required by law for tax and accounting purposes.

At the end of the relevant retention period, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or disclosure. These measures include restricting access to personal data only to those who need it for legitimate business purposes, keeping devices and records secure, and using reputable service providers who meet acceptable security standards.

While no system can be completely secure, we aim to ensure that the level of security is appropriate to the nature of the data and the risks associated with its processing.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Tooting Man and Van customers and individuals in the Tooting area whose data we process, subject to certain legal conditions and exemptions.

Right of access: you can request confirmation that we process your personal data and ask for a copy of the information we hold about you.

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

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 and we have no other lawful basis to keep it.

Right to restriction of processing: you can request that we limit the way we use your data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests, if you believe your rights and interests outweigh our reasons for processing. We will consider your objection and stop processing unless we have compelling legitimate grounds or need the data for legal claims.

Right to data portability: where we process your personal data by automated means and based on your consent or a contract with you, you may have the right to receive that data in a structured, commonly used and machine-readable format and to request that we transfer it to another provider where this is technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns directly.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any changes will apply from the date we publish the updated policy. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.