Privacy Policy - Man And A Van Lambeth

This Privacy Policy explains how Man And A Van Lambeth collects, uses, stores, shares, and protects personal data in connection with our removal, transport, packing, and related services. It applies to all Man And A Van Lambeth customers in the area, including prospective customers, current customers, and individuals who interact with us on behalf of a business or household. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or providing information to us, you acknowledge the practices described in this Privacy Policy. We encourage you to read it carefully so you understand what data we collect, why we collect it, and the choices and rights available to you.

1. Information We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and meet legal and operational requirements. Depending on the nature of the booking or enquiry, we may collect:

Identity details such as your name and title.
Contact details such as your telephone number, email address, and service address.
Booking and service information including moving date, property access details, inventory notes, special handling instructions, and any service preferences.
Payment and billing information necessary to process charges, issue invoices, and maintain financial records.
Communication records such as messages, emails, call notes, complaints, and customer feedback.
Technical and usage data where applicable, such as device or browser information, in order to improve service administration and security.
Special category data only if you voluntarily provide it and it is necessary for a specific service-related reason, for example accessibility requirements or health-related handling instructions.

We do not intentionally collect more information than is required. If you choose not to provide certain data, we may be unable to complete a booking, respond effectively to an enquiry, or deliver part of the requested service.

2. How We Use Your Data

We use personal data for legitimate service and business purposes, including:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving, transport, packing, or related services;
to communicate with you about timings, access, changes, and service updates;
to issue invoices, process payments, and manage accounting records;
to handle complaints, disputes, and customer support requests;
to maintain service quality, improve operations, and train staff;
to protect our business, customers, and staff from fraud, misuse, or security incidents;
to comply with legal obligations and respond to lawful requests from authorities.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for a compatible purpose. If we need to use your data in a way that is materially different, we will explain the reason and, where required, seek your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. We rely on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, managing payments, and communicating about the service you requested.

Legal Obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, record-keeping, and responding to lawful requests from regulatory or public authorities.

Legitimate Interests

We may process data based on our legitimate interests where those interests are not overridden by your rights and freedoms. This may include improving services, preventing fraud, maintaining business records, managing customer communications, and protecting the security of our systems and operations.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional or involves information you provide for a specific purpose. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Special category data will only be processed where a valid condition under UK data protection law applies, such as your explicit consent or another lawful basis permitted by law. We minimise the use of such data and handle it with additional care.

4. Sharing Your Information and Processors

We may share your personal data with trusted third parties where necessary to deliver our services or meet legal and operational requirements. These third parties act either as independent controllers or as processors acting on our instructions.

Processors may include:

payment service providers that process card or online payments;
accounting and bookkeeping providers that assist with financial management;
IT, hosting, cloud storage, and software providers that support secure business operations;
customer communication tools used to send service updates and manage bookings;
professional advisers such as accountants, insurers, or legal advisers where necessary;
subcontractors or operational partners involved in delivering your move or related service.

We require processors to protect personal data, use it only for authorised purposes, and maintain appropriate security measures. Where data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect your information.

We may also disclose data to law enforcement, courts, regulators, or other authorities where required by law or where disclosure is necessary to protect our legal rights, customers, staff, or the public.

5. Data Retention

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

Booking and service records are generally retained for a period needed to manage the service, handle follow-up queries, and support any disputes or claims.
Financial and invoicing records are retained for the period required by tax and accounting law.
Customer correspondence may be retained for a reasonable period to maintain service history and resolve issues.
Security or incident-related records may be retained where necessary to investigate or defend claims.

When personal data is no longer needed, we will delete, anonymise, or securely archive it in line with our retention practices and legal obligations.

6. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal limitations. They include:

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 data.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restrict processing – 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, including direct marketing where applicable.
Right to data portability – you may request that certain data be provided to you or another controller in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with legal requirements. We may need to verify your identity before responding.

7. 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 confidentiality obligations, and regular review of our data-handling practices. While no system can be guaranteed to be completely secure, we work to protect information to a standard appropriate to the risks involved.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is unavoidable and necessary for the service, such as household-related information provided by an adult customer. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

9. 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 updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically.

10. Summary of Key Principles

In summary, Man And A Van Lambeth collects only the information needed to provide and manage services, uses it on a lawful basis, shares it only with trusted processors and other necessary parties, and retains it only for as long as required. We respect your rights and aim to handle all personal data with fairness, transparency, and care.

If you are a customer of Man And A Van Lambeth in the area, this Privacy Policy applies to you and explains how we safeguard the information entrusted to us.