Privacy Policy - Man With Van Streatham

This Privacy Policy explains how Man With Van Streatham collects, uses, stores, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Streatham customers in the area, including individuals and businesses who request quotes, make bookings, or otherwise engage our services.

We are committed to handling personal data in a lawful, fair, and transparent manner 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 information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Data We Collect

We collect only the personal data necessary to provide our services effectively, manage bookings, and meet our legal and operational obligations. Depending on your interactions with us, we may collect the following categories of data:

Identity details such as your name, title, and company name where relevant.
Contact details including address, email address, and telephone number.
Booking information such as moving date, collection and delivery locations, property access details, and item descriptions.
Payment information such as transaction records, billing address, and payment confirmation. We do not store full card details unless required by our payment provider.
Service communications including emails, phone notes, text messages, and written instructions related to your move.
Technical data such as IP address, browser type, device information, and usage data if you visit any digital services used in connection with our business.
Special instructions that may be relevant to the safe handling of goods, such as access requirements or vulnerability-related notes, where you choose to provide them.

We aim to keep data collection to a minimum. We do not intentionally collect more information than is needed for the specific purpose for which it is obtained.

2. How We Use Your Data

We use your personal data for the following purposes:

To provide quotations and confirm service availability.
To manage bookings, schedule vehicles, and plan routes.
To deliver moving, transport, packing, or related services.
To communicate with you about your booking, arrival times, and service updates.
To process payments, issue invoices, and keep financial records.
To resolve complaints, disputes, or service issues.
To comply with legal, tax, accounting, and insurance obligations.
To improve our operational efficiency, service quality, and customer experience.

We only use personal data for purposes that are compatible with the reason it was collected, unless we have a lawful basis for a new purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man With Van Streatham relies on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing a quotation, confirming a booking, carrying out a move, and managing payment and service delivery.

Legal Obligation

We may process data to meet legal requirements, including accounting, tax compliance, health and safety responsibilities, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include improving our services, managing internal administration, preventing fraud, and maintaining service records.

Consent

Where required by law, we will rely on your consent. For example, if you choose to receive certain marketing communications, we will only send them where you have given clear permission. You may withdraw consent at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who process data on our behalf. These parties act as processors and are contractually required to protect your data and use it only for specified purposes.

Payment processors to handle secure transactions.
IT and cloud service providers to store and manage emails, records, and operational systems.
Accounting providers to support invoicing, bookkeeping, and tax compliance.
Scheduling or communication tools used to organise bookings and customer updates.
Insurance or legal advisers where needed to manage claims, disputes, or compliance matters.

We do not sell personal data. We do not allow processors to use your information for their own unrelated purposes. Where data is transferred outside the UK, we ensure appropriate safeguards are in place to protect it.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements.

Booking and service records are generally kept for a period necessary to manage the contract and handle follow-up queries or disputes.
Financial records are kept for the period required under tax and accounting law.
Communications and complaints may be retained for longer where needed to evidence decisions, resolve claims, or defend legal rights.
Marketing permissions are retained until you withdraw consent or object to processing.

When personal data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

6. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your personal data in certain circumstances.
Restrict the way we process your data.
Object to processing based on legitimate interests or direct marketing.
Data portability in relation to data you provided to us, where applicable.
Withdraw consent where we rely on consent as the legal basis.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been misused or your rights have been breached. We encourage you to contact us first so we can address any concerns promptly.

7. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, password protection, and limited access to records on a need-to-know basis.

Although we work hard to protect your information, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we review our safeguards regularly and adapt them where necessary.

8. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary in the context of a move or service arrangement and provided by an adult with lawful authority to do so. If we become aware that we have collected children’s data without a valid reason, we will take appropriate steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updates will take effect when published in the relevant version of the policy. We encourage you to review this document periodically to stay informed about how we protect your personal data.

10. Summary of Key Points

We collect only the personal data needed to provide moving and related services.
We process data lawfully using contract, legal obligation, legitimate interests, and consent where applicable.
We may share data with trusted processors such as payment, IT, and accounting providers.
We keep data only as long as necessary for service delivery and compliance.
You have important rights over your personal data, including access, correction, deletion, and objection.

This Privacy Policy is designed to ensure transparency and accountability in how Man With Van Streatham handles customer data. By using our services, you acknowledge that your information may be processed as described in this policy for lawful and legitimate business purposes.