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 services to customers in Lambeth and the surrounding area. It applies to all Man With A Van Lambeth customers in area, including individuals and businesses who request removals, transport, delivery, packing, loading, unloading, storage support, or related moving services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what happens to your information when you interact with us.

1. Information We Collect

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

Identity details such as your name and, where relevant, your business name.
Contact details such as your address, email address, and telephone number.
Service information including pickup and delivery locations, service dates, job instructions, item descriptions, access details, and special handling requirements.
Payment and billing information such as transaction records, invoice details, and payment status.
Communications including messages, enquiries, complaints, feedback, and any records of your instructions.
Technical information if you contact us through digital channels, such as device details, IP address, and basic usage data.
Support and claims information where damage, delay, or service concerns are reported.

We usually collect information directly from you. However, we may also receive data from third parties such as estate agents, landlords, property managers, business clients, payment providers, or subcontracted service partners where necessary for the completion of a booking or service.

2. How We Use Your Data

We use personal data only when we have a valid reason to do so. The main purposes for which we process data include:

Providing quotations and confirming bookings.
Planning and delivering moving or transport services.
Communicating about arrival times, job changes, access issues, or service updates.
Processing payments, managing invoices, and maintaining financial records.
Handling complaints, claims, and service queries.
Complying with legal, accounting, tax, and insurance obligations.
Improving our operations, service quality, and customer experience.
Keeping internal records and evidencing the services we have provided.

We will always aim to limit our use of personal data to what is necessary and proportionate for the relevant purpose.

3. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each processing activity. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data where it is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing a quote, confirming a booking, carrying out a move, and managing payment for services.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided that these interests are not overridden by your rights and freedoms. This may include managing bookings, preventing misuse, maintaining business records, improving our services, and defending legal claims.

Consent

In limited situations, we may rely on your consent. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out before the withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as it is reasonably necessary for the purpose for which it was collected, including the time needed to meet legal, accounting, or reporting requirements.

Typical retention periods may include:

Booking and service records: retained for a reasonable period after the job is completed to manage follow-up queries, disputes, or claims.
Financial records: retained for the period required by tax and accounting laws.
Complaints and claims information: retained for as long as needed to investigate and resolve the matter.
General correspondence: retained until it is no longer required for operational or legal purposes.

When data is no longer required, it will be securely deleted, anonymised, or archived in a way that prevents further use except where retention is legally required.

5. Processors and Sharing of Data

We may share personal data with carefully selected processors and service providers who help us operate our business. These may include:

Payment service providers who handle transactions securely.
Accounting or bookkeeping providers that assist with financial administration.
IT and cloud service providers that support data storage, email, and business systems.
Insurance providers or claims handlers where a service issue needs to be reviewed.
Subcontractors or support crews involved in delivering the service you requested.
Professional advisers such as legal or tax advisers where necessary.

We only share information where necessary and only with parties that are expected to protect your data appropriately. Processors are required to act under our instructions and must not use your personal data for their own independent purposes.

We may also disclose personal data where required by law, court order, regulatory authority, or where it is necessary to protect our rights, the safety of others, or to prevent fraud or abuse.

6. Data Security

We take reasonable and proportionate steps to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These steps may include access controls, secure storage, staff awareness measures, and appropriate contractual arrangements with processors.

While no system can be guaranteed to be completely secure, we work to ensure that information is handled with care and protected to a standard that is appropriate for the nature of the data we process.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits and exemptions, 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 request deletion of your data in certain circumstances.
Right to restrict processing – to request that we limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the legal conditions apply.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection supervisory authority.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete or otherwise handle it lawfully.

9. Changes to This Privacy Policy

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

10. Summary of Our Approach

Man With A Van Lambeth only uses personal data where it is necessary, lawful, and proportionate. We collect information to provide quotations, manage bookings, carry out services, process payments, and meet legal obligations. We retain data only for as long as needed, share it only with appropriate processors and trusted service providers, and respect your legal rights in relation to your personal information.

By using our services, you acknowledge that this Privacy Policy applies to all Man With A Van Lambeth customers in area.

Your privacy matters to us, and we are committed to handling your information responsibly and with care.