Privacy Policy - Man With Van Lambeth

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man With Van Lambeth. It applies to all Man With Van Lambeth customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with our business. 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.

By using our services, you acknowledge that your information may be processed as described in this policy. We only collect and use personal data where we have a valid legal basis to do so and where it is necessary for delivering our services, meeting legal obligations, or protecting legitimate business interests.

1. Data Collection

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity information: name, title, and any business or household details you provide.
Contact information: address, email address, telephone number, and moving location details.
Booking and service details: move dates, property access information, item lists, inventory notes, special handling requirements, and service preferences.
Payment-related information: billing details, transaction records, and payment confirmations. We do not store card security codes.
Communication records: emails, phone notes, messages, complaints, feedback, and correspondence related to your booking or service.
Technical and usage information: limited information collected when you visit or interact with our digital services, such as device type, browser type, and basic analytics data if applicable.

We usually collect data directly from you when you request a quotation, make a booking, complete forms, communicate with us, or use our services. In some cases, we may also receive information from third parties, such as a person arranging a move on your behalf, property managers, or payment service providers.

We only collect the minimum amount of information needed to manage enquiries, provide removal services, arrange logistics, and maintain accurate business records.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, confirm bookings, and deliver moving services;
to communicate with customers about scheduling, access, and service updates;
to manage billing, payments, and accounting records;
to respond to questions, complaints, and service issues;
to maintain business records and service history;
to improve operational efficiency, planning, and customer service;
to comply with legal, tax, insurance, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We do not use your data for unrelated purposes without first ensuring that we have a lawful basis to do so. Where required, we will ask for your consent before processing data for specific optional activities.

3. Lawful Basis for Processing

Under the UK GDPR, we must identify a lawful basis for each type of processing. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging removals, handling booking details, and completing the service you requested.

Legal Obligation

We process certain information where required to comply with legal obligations, including tax rules, accounting requirements, insurance documentation, and record-keeping duties.

Legitimate Interests

We may process data when it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving service quality, and keeping appropriate internal records.

Consent

In limited cases, we rely on your consent, for example where we need to use information for optional communications or activities that are not required for the service. You may withdraw consent at any time, where consent is the lawful basis.

4. Data Sharing and Processors

We may share personal data with trusted third parties who process data on our behalf, known as processors. These processors only act under our instructions and are required to protect personal data appropriately. Examples may include:

accounting and bookkeeping providers;
payment processing services;
IT and cloud storage providers;
customer communication tools;
professional advisers such as legal or insurance advisers;
subcontracted service providers involved in fulfilling a booking where necessary.

We may also share personal data with public authorities, regulators, law enforcement, or courts where required by law or where disclosure is necessary to protect our rights, customers, or property.

Where a third party acts as an independent controller, they will be responsible for their own compliance with data protection laws. We take reasonable steps to ensure that any processor we use provides appropriate safeguards and only processes data in line with our instructions.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of information and the reason for holding it.

In general:

booking and service records are kept for a period that allows us to manage service history and resolve disputes;
financial and tax records are kept for the period required by law;
complaint and communication records are retained for a reasonable period to protect our legitimate interests and improve service quality;
data collected on the basis of consent is kept until consent is withdrawn or the data is no longer needed.

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

6. Security of Your Data

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

Although we take reasonable steps to safeguard information, no system can be guaranteed as completely secure. If a personal data breach occurs and we are legally required to do so, we will notify the relevant authorities and affected individuals in accordance with applicable law.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, but we will always review and respond appropriately to your request.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you may request a copy of certain data in a structured, commonly used format.
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 believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

8. Children’s Data

Our services are intended for adults arranging moving and removal services. We do not knowingly collect personal data from children unless it is incidentally included in service-related information and only where necessary for the booking or move. Where such data is processed, we treat it with the same care and safeguards as other personal information.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by data protection law.

10. Changes to This Privacy 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 updates will take effect when published or when otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is handled.

11. Summary of Our Commitment

Man With Van Lambeth is committed to protecting your privacy and processing personal data responsibly. We collect only what we need, use it only for clear purposes, retain it only for as long as necessary, and share it only with trusted processors or where the law requires. Our approach is built on transparency, accountability, and respect for your rights.

This Privacy Policy applies to all Man With Van Lambeth customers in the area.