Privacy Policy

Man With a Van Lambeth Privacy Policy

This Privacy Policy explains how Man With a Van Lambeth collects, uses, stores, and protects personal data of its customers and prospective customers in the Lambeth area. It also describes your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man With a Van Lambeth customers, prospective customers, and website visitors in the Lambeth area, whether you contact us online, by message, or in person, and whether you are an individual consumer or acting on behalf of a business.

Who we are and scope of this policy

Man With a Van Lambeth is a service provider offering collection, removal, and transport services in the Lambeth area. When we refer to we, us, or our in this Privacy Policy, we mean Man With a Van Lambeth as the controller of your personal data, responsible for deciding how and why your data is processed.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this Policy from time to time and will apply the latest version available at the time of processing your data.

What personal data we collect

We only collect personal data that is relevant and necessary to provide our services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:

Identification and contact information: name, address, pick-up and drop-off addresses, billing address, and other location details you provide for the service; and any other contact details you provide.

Service and booking details: preferred service date and time, description of items to be moved, access information for collection and delivery points, any special instructions you choose to share, and records of quotes, bookings, invoices, and payments.

Communication records: information you provide when you contact us for a quote, make a booking, send a query or complaint, or give feedback or reviews. This may include call notes, messages, and any information you choose to include.

Technical and usage data: limited technical information collected when you visit our website, such as pages visited, time and date of visit, and basic device or browser information. This is used to improve our website and understand how visitors use it. We do not intentionally collect more data than necessary to achieve these purposes.

We do not intentionally collect special category data such as health information or data relating to your ethnicity, religion, or other sensitive details. Please avoid providing such information unless it is strictly necessary for the safe provision of our services.

Lawful basis for processing your data

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we may rely on one or more of the following legal bases:

Performance of a contract: to provide you with quotes, confirm bookings, perform the agreed moving or transport services, process payments, and manage our ongoing relationship with you.

Legitimate interests: to manage and improve our services, handle customer enquiries, maintain business records, prevent fraud or misuse of our services, and protect our legal rights. When relying on legitimate interests, we balance our interests against your rights and freedoms and only proceed where your interests do not override ours.

Legal obligation: to comply with applicable laws, regulatory obligations, tax and accounting requirements, and to respond to lawful requests from public authorities.

Consent: where required by law, for example for certain types of marketing communications or optional cookies. When we rely on consent, you are free to withdraw it at any time, and withdrawal will not affect the lawfulness of processing carried out before the withdrawal.

How we use your personal data

We use your personal data for the following purposes:

To provide our services: preparing and sending quotes, confirming and managing bookings, planning routes, carrying out collection, removal, and delivery services, issuing invoices, and processing payments.

Customer support and communication: responding to enquiries, rescheduling or confirming jobs, handling complaints, and providing updates on your booking or our services.

Business administration: maintaining accurate records of services provided, managing accounts and bookkeeping, and monitoring service quality and performance.

Improvement and analytics: assessing the performance of our website and services, improving usability, and developing new or enhanced service offerings.

Legal and regulatory compliance: keeping records required by law, cooperating with regulatory authorities, and protecting or enforcing our legal rights where necessary.

Data sharing and processors

We may share your personal data with trusted third parties, known as processors, who help us deliver our services or support our business operations. These may include:

IT and hosting providers who store or manage our systems and data.

Payment service providers who process payments on our behalf.

Accountants or professional advisers for bookkeeping, auditing, or legal advice.

Subcontractors or drivers engaged by us to perform part or all of the transport services, where they require certain information such as your name, contact details, and collection and delivery addresses.

We require all processors to handle your data securely, to use it only in accordance with our instructions, and to comply with applicable data protection laws. We do not sell your personal data to third parties.

We may also share data where required to comply with legal obligations, enforce our terms, or protect our rights or the rights of others, for example with law enforcement or regulatory authorities when legally obligated to do so.

Data retention and storage

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements.

We generally keep booking and invoicing records for the period required under tax and accounting laws, after which they are securely deleted or anonymised. Communication records and enquiry information are kept for a reasonable period to manage our relationship with you, respond to any follow-up questions, and maintain appropriate business records.

When determining retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means.

International transfers

Where possible, we aim to store and process your personal data within the United Kingdom or the European Economic Area. If we use service providers that transfer or store data outside these locations, we will ensure that appropriate safeguards are in place to protect your data, in accordance with data protection law, such as standard contractual clauses or equivalent protective measures.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures include restricted access to personal data, use of secure systems and backups, and staff or contractor awareness of data protection responsibilities.

While we strive to use commercially acceptable means to protect your data, no method of transmission or storage is completely secure. We will, however, take reasonable steps to minimise risk and respond appropriately to any suspected data breach.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and legal limitations. These include:

Right of access: you can request confirmation that we process your personal data and obtain a copy of that data.

Right to rectification: you can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you can ask us to delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction: you can ask us to restrict the processing of your personal data in specific situations, such as when you contest its accuracy or object to processing.

Right to object: you can object to processing based on our legitimate interests, including direct marketing, and we will stop processing your data unless we have compelling legitimate grounds or a legal obligation to continue.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible.

Right to withdraw consent: where we process your data based on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing that took place before withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is published. We encourage you to review this Policy periodically to stay informed about how we handle your personal data.