Privacy Policy - Man And A Van London

This Privacy Policy explains how Man And A Van London collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Man And A Van London customers in the area, including individuals and businesses who enquire about, book, or receive our moving and transport services. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man And A Van London is the data controller for the personal information we process in relation to our services. This means we decide how and why your personal data is used. We take privacy seriously and aim to collect only the information that is necessary for delivering our services, managing our business, and meeting our legal obligations.

2. Personal data we collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number and email address.
Service details such as pickup and delivery addresses, move dates, item descriptions, access information, and service preferences.
Payment information such as transaction records and billing details. We do not store more payment data than is necessary for accounting and administrative purposes.
Communication records including emails, messages, quotations, complaints, and notes from phone calls or correspondence.
Operational information such as scheduling details, job history, and service notes.
Technical data if you interact with our digital systems, such as device information, IP address, and basic usage data where applicable.

We generally do not seek to collect special category data unless it is strictly necessary and you choose to provide it. Special category data includes information about health, religion, ethnicity, political opinions, or similar sensitive matters. If such information is ever shared with us, we will only process it where a lawful basis exists and additional protections are in place.

3. How we use personal data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and arrange moving services.
To plan and carry out collections, deliveries, and transport operations.
To communicate with customers about service updates, timings, access needs, or any changes to a booking.
To manage payments, invoices, and records of transactions.
To respond to questions, feedback, disputes, or complaints.
To maintain internal records and improve our services.
To comply with legal, tax, accounting, or regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or other unlawful activity.

We only use your personal data for the purposes for which it was collected unless we reasonably consider that another compatible purpose applies or we are legally required to use it differently.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Man And A Van London relies on one or more of the following bases:

Contract ??? processing is necessary to enter into or perform a contract with you, such as providing a moving service, preparing a quote, or managing a booking.
Legitimate interests ??? processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, business administration, record keeping, and maintaining security.
Legal obligation ??? processing is necessary to comply with legal requirements, including tax, accounting, and other statutory obligations.
Consent ??? in limited situations, we may rely on your consent, for example where it is required for a specific optional activity. If we rely on consent, you may withdraw it at any time.

Where we rely on legitimate interests, we assess the impact on your privacy and only proceed where we believe the processing is proportionate and necessary.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary for the operation of our services or compliance with law. These may include:

Payment service providers for processing transactions.
Accounting and bookkeeping providers for financial administration.
IT, cloud storage, and software providers that support our booking, communication, or record-management systems.
Professional advisers such as accountants, insurers, or legal advisers where required.
Public authorities or law enforcement where disclosure is required by law or necessary to protect rights and safety.

Where a third party acts as a processor, we require them to handle personal data only on our instructions, to use appropriate security measures, and to process data in accordance with data protection law. We do not sell your personal data.

6. International transfers

If any of our service providers store or access personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections required by law. We take steps to ensure your data receives a similar level of protection wherever it is processed.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason we hold it. For example:

Customer and booking records may be retained for the period necessary to manage the service and handle any follow-up issues.
Financial and tax records are kept for the period required by law.
Communication records may be retained for a reasonable time to manage queries, disputes, and business record-keeping.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

8. Security of your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to those who need it for business purposes. While no system can be completely secure, we work to maintain a level of security appropriate to the nature of the data we process.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limitations, these include:

The right of access ??? to request a copy of the personal data we hold about you.
The right to rectification ??? to ask us to correct inaccurate or incomplete information.
The right to erasure ??? to ask us to delete personal data in certain circumstances.
The right to restriction ??? to ask us to limit the way we use your data in certain situations.
The right to object ??? to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability ??? to receive certain information in a structured, commonly used, machine-readable format.
The right to withdraw consent ??? where we rely 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 are unhappy with how your data has been handled. We encourage you to contact us first so we can try to resolve any concern promptly.

10. Children???s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided in the context of a service booking and only where necessary. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the time it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how personal data is handled.

Summary of key points

Man And A Van London collects only the personal data needed to provide moving and transport services, manage bookings, and meet legal duties. We process data under lawful bases including contract, legitimate interests, legal obligation, and, where needed, consent. We keep data only for as long as necessary, share it only with trusted processors or authorities where required, and respect your rights to access, correct, erase, restrict, object, and port your data.

This policy applies to all Man And A Van London customers in the area.