Privacy Policy - Man With Van Stockwell

This Privacy Policy applies to all Man With Van Stockwell customers in the local Stockwell area and explains how we collect, use, store, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Introduction

At Man With Van Stockwell, we are committed to respecting your privacy and handling your personal information lawfully, fairly, and transparently. This Privacy Policy explains 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 under data protection law.

By using our services, requesting a quote, making a booking, or otherwise interacting with us, you acknowledge that your personal data may be processed in the ways described in this policy. We only collect information that is necessary for providing moving, delivery, and related van services, managing customer relationships, and meeting legal obligations.

2. Data We Collect

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

Identity information such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service details including requested move date, pickup and delivery locations, inventory notes, access information, and service preferences.
Payment-related information where needed for invoicing, receipts, or payment processing.
Communication records including emails, text messages, call notes, and enquiry forms.
Technical data such as basic device and browser information if you interact with our digital systems.
Special instructions relevant to the moving job, such as fragile items, parking concerns, or stair access.

We do not intentionally collect more information than is necessary to deliver our services. We also ask that you do not provide sensitive personal information unless it is essential for your move or expressly requested.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and carry out moving services.
To communicate with you before, during, and after a service.
To issue invoices, process payments, and keep financial records.
To improve our operations, planning, and customer service.
To deal with complaints, disputes, or insurance matters.
To comply with legal, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud or misuse.

We will never sell your personal data. Any use of your information is limited to legitimate business purposes or legal requirements connected with our services.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, the lawful bases we rely on are:

4.1 Contract

We process your information when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, completing removals, and managing service-related communication.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include customer support, service improvement, record keeping, fraud prevention, and business administration.

4.3 Legal Obligation

We may process and retain certain records to comply with legal requirements, including tax, accounting, insurance, and regulatory obligations.

4.4 Consent

In limited cases, we may rely on your consent, for example for certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only where necessary and subject to appropriate data protection safeguards.

Payment providers for processing payments or refunds.
Accountants and tax professionals for financial administration and compliance.
IT and cloud service providers that store, secure, or support our business systems.
Communication service providers that help us send emails, messages, or service updates.
Insurance providers or claims handlers where required for handling incidents, damage, or liability claims.
Legal or regulatory bodies where disclosure is required by law.

Where a processor is used, they are only permitted to act on our instructions and must protect your data appropriately. We require suitable contractual safeguards and ensure that access is limited to what is necessary for the task.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, reporting, and dispute-resolution requirements. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records are generally retained for a reasonable period to manage customer history and any follow-up issues.
Financial and invoice records are retained in line with statutory accounting and tax obligations.
Communications and correspondence may be stored for as long as needed to support service delivery or resolve complaints.
Claims or dispute-related records may be kept for longer where necessary to establish, exercise, or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep data indefinitely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, password protection, and regular review of our data handling practices.

Although we work to protect your information, no method of transmission or storage is completely secure. If a data incident occurs that is likely to affect your rights and freedoms, we will act in accordance with applicable legal requirements.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and verification of your identity, 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 how we use your data in some situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you have provided to us where applicable.
Withdraw consent where we rely on consent for processing.

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may contact the relevant data protection authority in the UK. We encourage you to raise any concerns with us first so we can respond promptly.

9. Children???s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally included in service-related information provided by an adult customer and is necessary for the booking or move.

10. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with data protection law. This may include contractual protections or other lawful transfer mechanisms.

11. 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 you to review this policy periodically so that you remain informed about how your information is used.

12. Summary of Our Approach

Man With Van Stockwell is committed to handling personal data responsibly, securely, and only where necessary for legitimate business or legal purposes. We collect limited information, use it for clear and lawful reasons, retain it only as long as needed, and share it only with trusted processors or authorities when required. We respect your rights and will respond to lawful requests in accordance with data protection law.

This policy is designed to be transparent and fair for all Man With Van Stockwell customers in the area, ensuring that your personal information is treated with care throughout every stage of our service.