Privacy Policy - Man With Van Lambeth

This Privacy Policy explains how Man With Van Lambeth collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Lambeth customers in the area, including anyone who requests, books, receives, or enquires about our moving and van services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Lambeth is the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed when you use our services or interact with us in connection with a booking, quote, or service enquiry. We only process personal data where we have a valid legal reason to do so and we take appropriate measures to keep it secure.

2. Personal Data We Collect

We may collect and process the following categories of personal data depending on your interaction with us:

Identity information: name, title, and any other details needed to identify you.
Contact information: address, email address, and telephone number.
Booking details: collection and delivery addresses, moving dates, item descriptions, property access information, and service preferences.
Payment information: transaction details and payment status. We do not intentionally store full card details where a secure payment provider is used.
Communication records: messages, emails, telephone notes, and any feedback or complaints you provide.
Technical data: limited information such as device or browser data if you interact with digital forms or communications.
Special instructions: any information you choose to provide about access needs, fragile items, or service requirements.

We only collect data that is relevant and necessary for delivering services, managing customer relationships, and meeting legal obligations.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to organise and carry out moving services;
to communicate with you about appointments, service updates, or changes;
to process payments, invoices, and refunds where applicable;
to respond to questions, complaints, and service requests;
to maintain business records and service history;
to comply with legal, tax, insurance, and regulatory requirements;
to protect our business, customers, staff, and property;
to improve our services and customer experience.

We do not use personal data for unrelated purposes and we do not sell personal information.

4. Lawful Basis for Processing

We process personal data only when a lawful basis under GDPR applies. Depending on the situation, our lawful bases may include:

Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform the services you have requested. This includes handling booking information, arranging transport, and communicating about service delivery.

Legal Obligation

We may need to process and retain certain information to meet legal requirements, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests do not override your rights and freedoms. This may include managing enquiries, preventing fraud, improving services, handling disputes, and securing our operations.

Consent

Where we rely on consent, we will ask for it clearly and separately. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, but only when necessary and only with appropriate safeguards. These third parties act as processors or, in limited cases, independent controllers.

Payment processors: to handle secure payment transactions.
IT and cloud service providers: to store and manage business records, emails, and digital systems.
Accountants and professional advisers: for financial, audit, legal, or compliance support.
Insurance providers: where required for claims handling or policy administration.
Subcontractors or operational partners: only where needed to deliver booked services.

All processors are required to handle data securely and only on our instructions, using appropriate technical and organisational measures. We do not permit processors to use your data for their own purposes.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the nature of the data and the reason for processing.

Booking and customer records: retained for the period needed to manage the service and resolve any follow-up issues.
Financial and tax records: retained for the period required by law.
Communication records: retained for as long as needed to manage enquiries, disputes, or service history.
Claims or legal matters: retained until the matter is resolved and any associated limitation period has ended.

When data is no longer required, we securely delete, anonymise, or destroy it.

7. Data Security

We take reasonable and appropriate steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures. Although no method of transmission or storage is completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. International Transfers

If any service provider processes personal data outside the United Kingdom, we will ensure that suitable safeguards are in place to protect your information. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms where required.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit how we use your data.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: request transfer of certain data to you or another controller in a structured format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been violated. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children except where it is incidentally included in booking or household information provided by an adult customer, and only where necessary for the service.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Fair and Transparent Processing

We are committed to processing personal data in a way that is lawful, fair, and transparent. We only collect data that is relevant to the services we provide and we aim to ensure that customers understand how and why their information is used. If you provide us with personal data, we will treat it with care and use it only for legitimate business and service-related purposes.

Man With Van Lambeth applies this Privacy Policy to all customers in the area and uses personal data responsibly to support safe, reliable, and efficient service delivery while respecting individual privacy rights.