Privacy Policy - Man And Van Southlambeth

This Privacy Policy explains how Man And Van Southlambeth collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Man And Van Southlambeth customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Southlambeth provides moving, delivery, and related logistics services in Southlambeth and surrounding locations. For the purposes of data protection law, we are the data controller for the personal information we collect and process in relation to our services. This means we decide why and how personal data is used.

2. Information We Collect

We collect only the information that is necessary to carry out our services, manage our business, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information including dates, times, service type, access details, and special instructions.
Payment and billing information where needed to process transactions and issue invoices.
Service records such as job notes, item lists, delivery instructions, and completion confirmations.
Communication records including emails, call notes, and messages relating to your booking or enquiry.
Technical information such as basic device or browser data if you interact with our online systems.
Optional sensitive information that you choose to provide, for example access needs, property conditions, or health-related instructions relevant to safe service delivery.

We do not intentionally collect more data than we need. If you provide information about another person, you should make sure you have the right to do so and that they understand how their data may be used.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, deliver, and manage moving or delivery services;
to communicate with you before, during, and after a booking;
to process payments, refunds, and invoices;
to maintain internal records and service history;
to handle complaints, disputes, and claims;
to improve our services, planning, and customer support;
to meet accounting, tax, insurance, and legal obligations;
to prevent fraud, misuse, and unauthorised access.

We will only use your personal data for the purpose for which it was collected, unless we reasonably consider that another compatible purpose applies or we are required by law to do otherwise.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the activity, our lawful bases may include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes handling bookings, providing quotes you request, completing services, and managing payments.

Legal Obligation

We may process and retain data where required to comply with laws and regulations, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data for our legitimate business interests where these do not override your rights and freedoms. This may include improving services, preventing fraud, maintaining security, or managing internal operations.

Consent

In some cases, we may rely on your consent, especially for optional communications or certain types of non-essential processing. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s life or safety, for example in an emergency involving access or property conditions.

5. How We Share Personal Data

We may share personal data with trusted third parties when necessary to provide our services or meet legal obligations. These may include:

Payment providers that help us process card or electronic payments;
Accountants and tax advisers for bookkeeping and compliance purposes;
Insurance providers or claims handlers if an incident needs to be reported;
IT, hosting, and storage providers that support our systems and data security;
Professional advisers such as legal consultants where needed;
Subcontractors or service partners who help deliver a booking on our behalf;
Public authorities when disclosure is required by law or to protect rights and safety.

We require our processors and service partners to handle personal data securely, only for the specified purpose, and in accordance with applicable data protection law.

6. Processors

A processor is a third party that processes personal data on our behalf. We may use processors to support administration, communications, invoicing, storage, security, or service operations. These processors do not own your data and may only act on our instructions.

We take steps to ensure that any processor we use provides appropriate safeguards, including confidentiality commitments, security measures, and restrictions on using personal data for their own purposes. Where required, we also put in place written data processing agreements.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including satisfying legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason it was collected.

In general:

booking and service records are kept for a period that allows us to manage the service and handle follow-up issues;
financial and tax records are retained for the period required by law;
communication records are kept as long as needed to resolve enquiries, complaints, or contractual matters;
data that is no longer required is securely deleted or anonymised.

When retention is no longer justified, we will take reasonable steps to erase or de-identify the information safely.

8. Security of Your Data

We use 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, staff confidentiality obligations, and limited data sharing on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure suitable safeguards are in place in line with data protection law. This may include adequacy regulations, contractual protections, or other approved transfer mechanisms. We only make such transfers where necessary and lawful.

10. Your Rights

Under data protection law, you have a number of rights regarding your personal information. These may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to ask us to delete personal data in certain circumstances;
Right to restriction – to ask us to limit how we process your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request transfer of certain data where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent – where processing is based on consent;
Right to complain – to the UK Information Commissioner’s Office if you are unhappy with how we handle your data.

We may need to verify your identity before responding to certain requests. Some rights may not apply in every situation, and legal exceptions may limit what we can do. We will always explain our decision where applicable.

11. Children’s Data

Our services are generally intended for adults arranging removals or deliveries. We do not knowingly collect children’s personal data unless it is provided incidentally by a customer and is necessary for service delivery or safety. If we become aware that we have collected such data without a valid reason, we will take appropriate steps to delete it.

12. 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 published. We encourage customers to review it periodically so they remain informed about how we use personal data.

13. Summary of Our Commitment

Man And Van Southlambeth is committed to treating personal data with care, transparency, and respect. We collect only what is needed, use it for clear and lawful purposes, retain it for appropriate periods, and apply safeguards to protect it. We also recognise and support your data rights, and we aim to handle every request fairly and in line with GDPR principles.

By using our services in Southlambeth, you acknowledge that this Privacy Policy applies to you as a customer in the area. We will continue to process personal data responsibly and in a way that supports safe, reliable, and lawful service provision.