Privacy Policy - Man With A Van Lambeth

This Privacy Policy explains how Man With A Van Lambeth collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With A Van Lambeth customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information that is necessary to arrange, deliver, and manage our services. Depending on your interaction with us, we may collect the following categories of personal data:

Identity information: name, title, and, where relevant, business or organisation name.
Contact details: address, email address, telephone number, and moving destination or collection address.
Service details: booking dates, property access information, item lists, volume of goods, and special handling requirements.
Payment information: billing details, transaction records, and payment confirmations. We do not normally store full card details if payments are processed by a third-party payment provider.
Communication records: emails, messages, call notes, complaint records, and customer service correspondence.
Technical information: limited website or device data, such as IP address, browser type, and usage data, where applicable.
Proof and compliance data: records needed for fraud prevention, insurance, dispute resolution, or legal compliance.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it for a specific reason, such as accessibility or safety considerations.

2. How We Use Personal Data

We use personal data for legitimate operational purposes connected to our moving services. These uses include:

responding to enquiries and preparing quotes;
confirming and managing bookings;
planning routes, access, scheduling, and staffing;
providing removals, transport, loading, unloading, and related support;
processing payments and issuing invoices or receipts;
communicating about service updates, changes, or delays;
handling complaints, claims, and customer requests;
maintaining internal records and business administration;
meeting legal, tax, accounting, and insurance obligations;
protecting the safety, security, and integrity of our staff, vehicles, and customers.

Man With A Van Lambeth will not use personal data in a way that is incompatible with the purposes for which it was collected.

3. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. The main lawful bases we rely on are:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging collections and deliveries, processing payments, and providing the moving service you requested.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. These interests may include managing customer relationships, improving services, preventing fraud, keeping records, and protecting our business operations. Where we rely on legitimate interests, we consider the impact on your privacy and limit processing to what is proportionate.

Legal Obligation

Some processing is necessary to comply with legal requirements, such as tax records, accounting obligations, insurance documentation, or responding to lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or provide information that is not required for the core service. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that support our operations. These parties act as processors or independent controllers depending on the service they provide.

Processors may include:

payment processing providers;
booking, scheduling, or customer management software providers;
IT hosting, cloud storage, and email service providers;
accountants, auditors, and professional advisers;
insurance providers and claims handlers;
subcontracted drivers or moving support staff, where necessary for service delivery;
legal or regulatory authorities, where disclosure is required by law.

All processors are required to protect personal data, act only on our instructions where applicable, and use appropriate technical and organisational safeguards. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, and no longer than is required by law or business need. Retention periods depend on the type of record and the reason for holding it.

Booking and service records: retained for a reasonable period after completion of the service to manage follow-up queries, complaints, and operational records.
Financial and tax records: retained for the period required by accounting and tax law.
Claims, disputes, and legal records: retained for as long as necessary to defend or establish legal claims.
Customer communications: retained only as needed for service administration and record keeping.

When personal data is no longer required, it is securely deleted, anonymised, or destroyed in a controlled manner.

6. Data Security

We use appropriate security measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, encryption where suitable, and staff confidentiality obligations. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and to respond appropriately if a security issue arises.

7. International Transfers

Where personal data is transferred outside the UK, we ensure that suitable safeguards are in place to protect it. This may include using providers located in countries with adequate data protection standards or relying on approved contractual safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

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 in certain situations.
Right to restriction: you may ask us to limit how we use your data in some cases.
Right to data portability: you may request a copy of data you provided to us in a structured, commonly used format, where applicable.
Right to object: you may object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

These rights are not absolute. In some cases, we may retain or continue processing data where we have a legal obligation or another valid ground to do so.

9. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidental to the service and necessary for a lawful purpose. If we become aware that we have collected data from a child without an appropriate basis, we will take steps to address it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Our Commitment to Privacy

Man With A Van Lambeth is committed to treating personal information responsibly and respectfully. We aim to collect only what is necessary, use it for clear and lawful purposes, and keep it only for as long as needed. This policy is intended to give every customer in the area confidence that their personal data is handled with care, transparency, and accountability.

If you choose to use our services, you acknowledge that your personal data may be processed as described in this policy. We will continue to review our practices to ensure that they remain compliant and proportionate to the services we provide.