Privacy Policy

Croydon Man and Van Privacy Policy

This Privacy Policy explains how Croydon Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers in Croydon and the surrounding areas. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws.

By using our services or contacting us to enquire about our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Croydon Man and Van customers and prospective customers in the local area, including individuals, small businesses, landlords, tenants and anyone who contacts us regarding removals, deliveries, or related services. It covers personal data collected through telephone enquiries, online enquiries, written communication, and in-person interactions.

Personal Data We Collect

We only collect personal data that is necessary for us to provide and administer our services. The types of personal data we may collect include:

Identification and contact details such as full name, residential or business address, collection and delivery addresses, and general location information relating to your move.

Communication details such as your preferred contact method and any information you provide in messages and correspondence.

Service and booking information such as details of the items to be moved, access information for properties, preferred dates and times, quotes provided, agreed prices and service history.

Payment related information such as records of payments made and amounts due. We do not store full card numbers or security codes where payment is processed through third party payment providers.

Technical and usage data such as information you provide through enquiry forms or any basic usage data collected through our website, for example pages visited and general device information where this is necessary to operate and secure our website.

How We Collect Personal Data

We may collect your personal data in several ways, including:

When you contact us directly by telephone, through an online form, or in writing to request a quote or make a booking.

When you provide information to our staff in person, for example during a site visit or when confirming details of a move.

When third parties such as letting agents or business partners lawfully pass your details to us so we can provide services you have requested.

When we generate internal records about your bookings, quotes, invoices and communications as part of delivering our services.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contractual necessity where the processing is required to provide a quote, enter into a contract with you, or fulfil an existing contract. This includes arranging bookings, collecting and delivering items, and handling payments.

Legitimate interests where we have a business reason to use your data which is not overridden by your rights and interests. This covers activities such as managing and improving our services, handling customer enquiries, maintaining records of completed work, preventing fraud and ensuring the security of our operations.

Legal obligation where we need to process or retain certain information to comply with legal or regulatory requirements, such as tax and accounting rules.

Consent where we ask for your explicit permission to use your data in a specific way that is not covered by the points above. You can withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes for our services and to respond to your questions and enquiries.

To plan, manage and carry out removals, deliveries and related services, including scheduling staff, vehicles and resources.

To manage our relationship with you, including sending confirmations, reminders and updates about your booking.

To process and record payments, handle refunds where applicable and maintain accurate financial records.

To improve our services, staff training and customer experience, including reviewing past jobs and feedback.

To maintain the safety and security of our staff, customers and property, including managing access details responsibly.

To comply with legal obligations, resolve disputes and enforce our contractual terms.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy and to meet any legal, accounting or reporting requirements.

In most cases, records relating to bookings, invoices and payment history are retained for a minimum of six years after the end of the financial year in which the service was provided, to comply with tax and accounting obligations.

Enquiry records where no booking takes place may be kept for a shorter period, typically up to two years, so that we can respond to follow up enquiries and keep an accurate record of our communications.

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

Data Sharing and Processors

We do not sell your personal data to third parties. We may share personal data with the following categories of recipients when necessary:

Service providers acting as data processors who supply services to us such as payment processing, secure data storage, document management, website hosting and basic IT support. These providers are only permitted to use your data in accordance with our instructions and are required to keep it secure.

Professional advisers including accountants, auditors or legal advisers who require access to certain records for compliance, auditing or legal purposes.

Public authorities where we are legally required to share information, for example with law enforcement agencies, regulators or tax authorities.

In each case we only share the minimum amount of data required for the relevant purpose and we take steps to ensure that your data remains protected.

International Transfers

Where any of our third party service providers transfer or store personal data outside the United Kingdom, we will take appropriate measures to ensure that your data is protected in line with applicable data protection laws. This may include using contracts that incorporate standard data protection clauses or ensuring that transfers are made to countries recognised as providing an adequate level of data protection.

Security of Your Personal Data

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, alteration or disclosure.

Measures may include access controls, staff training, secure storage of physical documents, and the use of reputable providers for our digital systems. While we work hard to protect your data, no system can be completely secure, and you should take care when providing personal information, especially over open networks.

Your Data Protection Rights

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

The right of access to obtain a copy of the personal data we hold about you and information about how we process it.

The right to rectification of inaccurate or incomplete personal data.

The right to erasure, sometimes called the right to be forgotten, where there is no longer a lawful reason for us to continue processing your data.

The right to restrict processing in certain circumstances, for example while a complaint or accuracy check is being resolved.

The right to object to processing based on our legitimate interests, including certain types of profiling, where your specific situation justifies this.

The right to data portability, which allows you to receive personal data you have provided to us in a commonly used format and to transmit it to another controller where the legal conditions are met.

If you wish to exercise any of these rights, please contact us using your usual contact channel for Croydon Man and Van. We may need to verify your identity before responding to your request.

Complaints and Contact

If you have any concerns about how we handle your personal data, we encourage you to raise them with us in the first instance so that we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioners Office, the UK supervisory authority for data protection. Details of how to do this can be found on the Information Commissioners Office website or by contacting them directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or changes in legal requirements. Any updated version will be made available through our usual customer communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.