Privacy Policy - Greenwich Man And Van

This Privacy Policy explains how Greenwich Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Greenwich Man And Van customers in the Greenwich area, including anyone who requests, books, receives, or enquires about our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all individuals whose personal data we process in connection with our moving and related services. This includes customers, prospective customers, representatives acting on behalf of customers, and other people whose details are shared with us as part of a booking, quotation, or service arrangement.

By using our services or providing information to us, you acknowledge that your data may be processed as described in this policy.

2. Data we collect

We collect only the personal data necessary to provide and manage our services effectively. The categories of data we may collect include:

Identity data such as your name and title.
Contact data such as your address, email address, and phone number.
Service data such as moving dates, property access details, inventory information, and service preferences.
Payment data such as transaction details and payment status, where required for billing and accounting.
Communication data such as messages, notes, enquiries, complaints, and feedback.
Technical data such as basic device or usage information if you interact with us electronically.
Special category data only where strictly necessary and typically not intentionally collected. If such data is shared with us, we will process it only where a lawful basis exists and where appropriate safeguards are in place.

We do not seek to collect unnecessary personal information. Please do not share sensitive information unless it is essential to the service.

3. How we collect data

We may collect personal data directly from you when you request a quotation, make a booking, communicate with us, or complete forms. We may also receive data from third parties where this is necessary to deliver the service, for example from a person arranging a move on your behalf, a property representative, or a payment provider.

In all cases, we aim to limit collection to what is relevant and proportionate.

4. How we use personal data

We use personal data for the following purposes:

To provide quotations and arrange moving services.
To manage bookings, schedules, and operational planning.
To communicate with you about your service, changes, or updates.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, and requests.
To improve our services, customer support, and internal processes.
To comply with legal, accounting, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with those listed above unless we have a valid lawful basis to do so.

5. Lawful basis for processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Greenwich Man And Van may rely on one or more of the following bases:

Contract - processing is necessary to take steps at your request before entering into a contract or to perform a contract for moving services.
Legal obligation - processing is necessary to comply with laws such as tax, accounting, or record-keeping requirements.
Legitimate interests - processing is necessary for our legitimate business interests, such as managing operations, responding to enquiries, improving services, and protecting against fraud, provided your rights and freedoms do not override those interests.
Consent - where we rely on your consent, for example for optional communications or specific situations that require permission. You may withdraw consent at any time where consent is the lawful basis.

If we process special category data, we will only do so where an additional condition under GDPR applies.

6. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business and provide services. These third parties act as processors when they handle data on our instructions. Examples may include:

IT and system providers that host or support our communication, storage, or booking systems.
Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support invoicing and financial record-keeping.
Customer service or administrative support providers assisting with operational tasks.
Insurance, legal, or professional advisers where disclosure is required for advice, claims handling, or compliance.
Regulators, authorities, or law enforcement where disclosure is required by law.

We require processors to keep personal data secure, use it only for permitted purposes, and implement appropriate technical and organisational measures. We do not sell personal data.

7. International transfers

If any personal data is transferred outside the UK, we will ensure suitable safeguards are in place to protect the data and maintain an equivalent level of protection where required by law.

8. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of data and the reason for processing.

Typical retention considerations include:

Booking and service records retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial records retained for the period required by tax and accounting law.
Complaint or dispute records retained for as long as needed to resolve the matter and protect legal rights.
Communication records retained only as long as necessary for business operations or legal purposes.

When data is no longer required, we will delete, anonymise, or securely destroy it.

9. Data security

We use appropriate measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and procedures designed to reduce the risk of data breaches. While no system can guarantee absolute security, we work to maintain a level of protection appropriate to the nature of the data we process.

10. Your rights

Under data protection law, you have several rights in relation to your personal data. These may include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to ask us to delete your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent.

You may also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly. We encourage you to raise any concerns with us first so we can try to resolve them.

11. Children’s data

Our services are not directed at children. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by an authorised adult.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically.

13. Summary of our commitment

Greenwich Man And Van is committed to protecting personal data and using it responsibly. We collect only what we need, rely on lawful bases for processing, share data only with trusted processors where necessary, and keep information only for as long as required. We respect your rights and aim to handle all personal data fairly, securely, and transparently for every customer in the Greenwich area.