Privacy Policy – Richmond Man And Van

This Privacy Policy explains how Richmond Man And Van collects, uses, stores, shares, and protects personal data when providing removal, moving, and van services. It applies to all Richmond Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our team. We are committed to handling personal data in a lawful, fair, and transparent 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 customers, prospective customers, suppliers, and any individual whose personal data we process in connection with our services. If you use Richmond Man And Van for a house move, office relocation, item collection, delivery, or related transport service, this policy describes how your information is handled.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details: name, title, and, where necessary, proof of identity.
Contact details: address, email address, and telephone number.
Service information: moving date, collection and delivery addresses, property access details, inventory descriptions, and special handling requirements.
Payment and billing information: payment status, transaction records, and invoicing details.
Communication records: emails, messages, notes of phone calls, and other correspondence.
Technical information: limited data such as IP address or device information if you interact with our digital systems.
Operational information: vehicle allocation, job scheduling, and service preferences.

We only collect information that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. We do not intentionally collect special category data unless it is strictly required and lawful to do so, for example where you voluntarily provide relevant access or assistance information that may affect service delivery.

3. How we use your data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to arrange, perform, and manage removal and transport services;
to communicate with you before, during, and after a job;
to process payments and issue invoices;
to maintain service records and respond to queries or complaints;
to meet legal, tax, accounting, and insurance requirements;
to improve our service quality, planning, and customer support;
to prevent fraud, misuse, and security incidents;
to protect our rights, property, staff, and customers.

We will not use your personal data for purposes that are incompatible with those described in this policy unless permitted or required by law.

4. Lawful basis for processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the context, our lawful bases are:

Contract

We process data that is necessary to enter into or perform a contract with you. This includes quoting, booking, moving goods, and managing payments.

Legal obligation

We may process data to comply with legal obligations, including accounting, tax, record-keeping, insurance, and regulatory 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 includes scheduling, service improvement, fraud prevention, and business administration.

Consent

In limited situations, we may rely on your consent, such as for optional communications or specific forms of information processing not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

Vital interests

In rare circumstances, we may process information to protect someone’s vital interests, for example in an emergency involving health or safety.

5. Sharing and processors

We may share personal data with trusted third parties, but only where necessary and in a controlled manner. These third parties act as processors or independent controllers depending on the circumstances. Processors only act on our instructions and are required to protect your data.

Examples of processors may include:

IT and hosting providers that support data storage, email systems, or operational software;
Payment service providers that handle card or online transactions;
Accounting and invoicing providers that assist with financial records;
Customer service tools used to manage enquiries and bookings;
Vehicle or route management tools used for planning and service delivery;
Professional advisers such as accountants, lawyers, or insurers where needed.

We may also disclose personal data if required by law, court order, or lawful request from a public authority. If business assets are transferred, merged, or restructured, personal data may be disclosed as part of that transaction, subject to appropriate safeguards.

6. Data retention

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

Booking and service records: retained for the period needed to manage the service and handle post-service enquiries.
Financial and tax records: retained for the period required by law.
Communication records: retained for a reasonable period to support customer service, dispute resolution, and business records.
Security and fraud-prevention records: retained as long as necessary to protect our business and comply with applicable requirements.

When personal data is no longer required, it is securely deleted, anonymised, or destroyed. In some cases, we may retain data for a longer period if needed to establish, exercise, or defend legal claims.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, data minimisation, and contractual protections with processors. While we take data protection seriously, no system can be guaranteed to be completely secure.

8. International transfers

If any personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place in accordance with applicable law. This may include recognised adequacy decisions or approved transfer mechanisms designed to protect your rights.

9. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete information.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit how we use your data in certain situations.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: request transfer of certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You may also have rights relating to automated decision-making, though we do not generally make decisions about customers based solely on automated processing. We will respond to requests in line with legal requirements and may need to verify your identity before acting on them.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidental to service provision and necessary for the arrangement or completion of a move. Where we become aware that data has been collected inappropriately, we will take appropriate steps to delete or correct it.

11. Complaints and supervisory authority

If you are concerned about how we handle personal data, please raise the issue with us first so we can try to resolve it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

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 handling practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

Summary: Richmond Man And Van’s privacy policy explains lawful data use, retention, processors, security, and customer rights for all customers in the area.