Privacy Policy - Man With A Van Southlambeth

This Privacy Policy explains how Man With A Van Southlambeth collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Southlambeth customers in the area, including prospective customers, booking enquiries, active customers, and individuals who interact with our services on behalf of a customer. 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

For the purposes of data protection law, Man With A Van Southlambeth acts as a data controller when we determine the purposes and means of processing personal data relating to our customers and service users. This policy describes the standards we follow when processing information in relation to removals, deliveries, collection services, packing support, and related customer communication.

2. Personal Data We Collect

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

Identity data such as name and title.
Contact data such as address, email address, and telephone number.
Service data such as move details, property access information, preferred dates, item descriptions, and special handling instructions.
Payment data such as billing information, transaction references, and payment status.
Communication data including messages, enquiries, complaints, and service feedback.
Technical data where relevant, such as IP address or device information when you interact with digital systems used for administration.
Proof and verification data where required for lawful business purposes, for example identity confirmation or address verification.

We normally collect data directly from you when you make an enquiry, request a quote, book a service, communicate with us, or provide information during the delivery of services. In limited cases, we may receive data from third parties such as payment providers, referral partners, or a person acting on your behalf.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide, manage, and complete our moving and transportation services.
To process bookings, quotes, and customer requests.
To communicate with customers about schedules, service updates, and operational matters.
To issue invoices, record payments, and manage accounting obligations.
To handle complaints, claims, and service-related enquiries.
To maintain internal records and improve service quality.
To comply with legal, regulatory, tax, and insurance obligations.
To protect against fraud, misuse, or unlawful activity.

We only process personal data that is relevant, limited, and necessary for the purpose for which it was collected.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, managing bookings, carrying out moves, issuing invoices, and delivering agreed services.

Legal Obligation

We may process data where required to comply with legal obligations, including tax, accounting, regulatory, insurance, or record-keeping requirements.

Legitimate Interests

We may process personal data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include service administration, internal quality control, business record management, fraud prevention, and responding to customer issues.

Consent

In limited situations, we may rely on your consent, for example where it is needed for a specific optional processing activity. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. How We Share Personal Data

We do not sell personal data. We may share personal data with trusted third parties when necessary for service delivery, compliance, or legitimate business operations. These may include:

Payment processors who handle transactions securely.
Accounting and bookkeeping providers used for financial administration.
IT and system providers that support data storage, communication, or business administration.
Insurance providers where claims or coverage matters require disclosure.
Professional advisers such as legal or financial advisers where needed.
Authorities or regulators where disclosure is required by law.

Where processors act on our behalf, they are only permitted to process personal data under our instructions and must implement appropriate security measures. We require processors to handle data confidentially and to use it only for agreed purposes.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the nature of the data and the purpose of processing. For example:

Booking and service records may be retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax-related records may be retained for the period required by law.
Complaint or claims records may be retained for as long as needed to resolve the matter and defend legal rights.

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

7. Data Security

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling procedures. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

9. Your Rights

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

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit how we use your data in certain cases.
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 withdraw it at any time.

These rights are subject to legal conditions and exemptions. If you wish to exercise any of them, we will assess your request in line with data protection law.

10. Children’s Data

Our services are intended for adults and business or household customers arranging moving-related services. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a customer’s service arrangement, and only to the extent permitted by law.

11. Automated Decision-Making

We do not generally use automated decision-making or profiling in a way that produces legal or similarly significant effects on individuals. If this position changes, we will update this policy and provide appropriate information about the processing involved.

12. 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 updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we process personal data.

13. Summary of Our Commitment

Man With A Van Southlambeth is committed to respecting privacy and protecting personal information. We collect only the data needed to deliver our services, use it on a lawful basis, retain it only for as long as necessary, share it responsibly with trusted processors, and support the rights of all customers in the area. Our approach is built on transparency, accountability, and data minimisation so that your information is handled with care at every stage.