Privacy Policy - Paddington Man And Van

This Privacy Policy explains how Paddington Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Paddington Man And Van customers in area, including individuals and businesses who request, receive, or enquire about our moving, transport, delivery, packing, and related services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Paddington Man And Van is a removals and transport service provider. For the purposes of data protection law, we act as a data controller when we determine why and how personal data is processed. This means we decide the purposes for which we collect data and the way it is used in relation to our services, administration, and customer support.

2. Personal Data We Collect

We collect only the personal data that is necessary for us to provide our services, manage bookings, communicate with customers, and comply with legal obligations. The types of data we may collect include:

Identity data such as your name and title
Contact data such as telephone number, email address, and service address
Booking and service data such as move details, collection and delivery locations, items to be moved, and service preferences
Payment and transaction data such as billing details, payment status, and records of payments made or due
Communication data such as enquiries, messages, complaints, and feedback
Technical data such as device, browser, and usage information if you contact us electronically
Operational data such as access instructions, parking requirements, inventory notes, and timing preferences

We generally do not seek to collect special category data, such as data relating to health, religion, or political opinions. If such information is shared with us incidentally, it will be handled with additional care and only where necessary.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To confirm and manage bookings
To deliver moving, removal, and transport services
To arrange staffing, scheduling, and route planning
To process invoices, payments, and refunds where applicable
To communicate service updates and important operational information
To handle complaints, claims, and customer support requests
To maintain business records and ensure quality control
To comply with legal, tax, accounting, and regulatory duties
To protect our business, staff, and customers from fraud or misuse

We will only use your personal data where we have a valid legal reason to do so. We do not sell personal data.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis before processing personal data. Paddington Man And Van relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes processing booking details, addresses, contact information, and payment-related information to provide the services you requested.

Legal Obligation

We may process personal data where it is necessary to comply with legal obligations, including tax, accounting, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include managing operations, improving services, responding to customer enquiries, maintaining records, and protecting our business from misuse.

Consent

Where required by law, we may rely on your consent. If we do so, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. We ensure that any processor handling data on our behalf is bound by appropriate contractual and security obligations.

Examples of processors or third parties may include:

IT and cloud storage providers
Payment service providers
Accounting and bookkeeping providers
Communication and email service providers
Scheduling or customer management software providers
Professional advisers such as insurers, auditors, or legal advisers

We may also share data with public authorities, law enforcement, or regulators where required by law or where necessary to protect rights, safety, or property. We only share the minimum data necessary for the relevant purpose.

6. International Transfers

If any of our processors store or access personal data outside the UK, we will take appropriate safeguards to ensure your data remains protected to an adequate standard. These safeguards may include approved contractual clauses and security measures consistent with data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the purpose for which it is used.

As a general approach:

Booking and service records are retained for a period necessary to manage the contract and resolve any disputes
Financial and tax records are retained in line with statutory requirements
Customer correspondence is retained for as long as needed to handle the enquiry or complaint
Data no longer required is securely deleted or anonymised

We regularly review records to ensure we do not keep personal data longer than necessary. When data is no longer needed, it is removed securely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness procedures. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risks and protect information.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these 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
Right to data portability – to request transfer of certain data where applicable
Right to withdraw consent – where processing is based on consent

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 breached. We encourage you to raise concerns with us first so we can address them directly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service request made by a parent, guardian, or authorised adult. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updates will apply from the time they are published. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Paddington Man And Van is committed to respecting privacy and protecting personal information. We will only collect data that is relevant, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. Our approach is designed to give customers confidence that their information is treated responsibly and in accordance with data protection law.

This Privacy Policy applies to all Paddington Man And Van customers in area.