Privacy Policy - Man And Van Swisscottage

This Privacy Policy explains how Man And Van Swisscottage collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Swisscottage customers in the area, including individuals and businesses who request quotations, book services, communicate with us, or otherwise interact with us in relation to removals, moving support, transport assistance, and related services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Who We Are

For the purpose of data protection law, Man And Van Swisscottage is the data controller for the personal data collected in connection with our services. This means we determine the purposes and means of processing your personal data. We take our responsibilities seriously and aim to collect only the data that is necessary for providing our services and managing our business obligations.

2. Personal Data We Collect

We may collect different categories of personal data depending on how you interact with us and which services you request. The data we collect may include:

Identity data such as your name or business name.
Contact data such as phone number, email address, delivery address, pick-up address, and billing address.
Service information such as requested moving dates, property access details, inventory details, and item descriptions.
Payment and transaction data such as payment status, invoice information, and records of services purchased.
Communication data such as messages, call notes, complaint records, and any information you provide when making an enquiry.
Technical data such as limited website or device information if you contact us through digital channels, where applicable.
Special category data only where you voluntarily disclose it and where it is necessary, for example if you tell us about accessibility needs that affect service delivery. We do not seek to collect special category data unless it is needed and appropriate.

We generally collect personal data directly from you when you request a quote, make a booking, send a message, or otherwise communicate with us. In some cases, we may also receive information from third parties, such as a property manager, business partner, or someone acting on your behalf, but only where it is lawful and relevant to the service.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, manage, and deliver moving and transport services.
To confirm bookings, service details, access requirements, and timing.
To issue invoices, process payments, and maintain accounting records.
To communicate with you about service updates, changes, or issues.
To handle complaints, claims, and customer support matters.
To maintain business records and meet legal, tax, and regulatory obligations.
To improve our services, internal processes, and customer experience.
To prevent fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes set out in this policy or for compatible purposes that are reasonably expected in the course of providing our services.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, making bookings, delivering moving services, and managing payment or service arrangements.

Legitimate Interests

We may process your 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 customer relationships, improving services, protecting our business from fraud, and maintaining secure records.

Legal Obligation

We may process certain personal data where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping duties.

Consent

In limited situations, we may rely on your consent, especially where processing is optional and not required for a contract or legal obligation. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share data with trusted third parties where necessary for service delivery, legal compliance, or business administration. These third parties act as processors or independent controllers depending on the circumstances.

Examples of processors or third parties may include:

Payment processors who securely handle card or electronic payments.
Accounting and bookkeeping providers who help us manage invoices and financial records.
IT and cloud service providers who support storage, email, scheduling, or internal systems.
Customer communication tools used to manage enquiries, messages, or service updates.
Professional advisers such as accountants, insurers, or legal advisers, where necessary.
Public authorities where disclosure is required by law or to protect rights, safety, or security.

Where processors are used, they are required to handle your data only on our instructions, to keep it secure, and to process it in compliance with data protection law. We take steps to ensure that any third-party service provider offers appropriate safeguards.

6. International Transfers

In some cases, service providers may store or process data outside the United Kingdom. If this happens, we will ensure that appropriate legal safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protection, so that your personal data remains protected.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. The retention period may vary depending on the type of data and the context in which it is held.

Quotation and booking data may be kept for a reasonable period to manage service history and follow-up.
Invoice, payment, and tax records are generally retained for the period required by law.
Customer communication records may be retained for handling disputes, claims, or ongoing service matters.
Operational records are kept only as long as needed for business purposes.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we handle and the risks involved. While no system can be guaranteed completely secure, we review our safeguards regularly and aim to keep information protected throughout its lifecycle.

9. Your Rights

As a data subject, you have several rights under data protection law. These rights may apply in full or in part depending on the legal basis for processing and the circumstances of your request.

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 request deletion of your data where there is a lawful basis to do so.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request your data in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Please note that some rights are subject to legal exceptions. For example, we may need to keep certain information to comply with legal obligations or to defend legal claims.

10. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you should first raise the issue with us so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) or the relevant supervisory authority in your country of residence if you believe your data protection rights have been infringed.

11. Changes to This Privacy 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 or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Scope of This Policy

This Privacy Policy applies to all Man And Van Swisscottage customers in the area, whether you are a one-time customer, a repeat customer, or a business client. By using our services or interacting with us, you acknowledge that your personal data may be processed in accordance with this policy.

We are committed to respecting your privacy and ensuring that personal data is handled with care, transparency, and accountability. Our goal is to process information only when necessary, protect it appropriately, and support your rights under applicable data protection laws.