Privacy Policy - Man And Van Streatham

This Privacy Policy explains how Man And Van Streatham collects, uses, stores, and protects personal data when providing moving, removals, and related services. It applies to all Man And Van Streatham customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses 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. We want customers to understand what information we collect, why we use it, how long we keep it, and what rights they have over it.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet legal obligations. The information we may collect includes:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as pickup and delivery addresses, moving dates, property access details, inventory lists, and instructions relating to the move.
Payment and billing details such as transaction records and invoice information.
Communication records including emails, messages, call notes, and complaints or feedback.
Technical data if you interact with our digital systems, such as device information or basic usage data.
Special category data only where it is necessary and you voluntarily provide it, for example if access arrangements require information about health or mobility needs. We only use this data when there is a valid lawful basis and appropriate safeguards.

We do not seek to collect unnecessary personal data. If you choose not to provide certain information, we may not be able to deliver the requested service properly or safely.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and complete moving and removal services.
To contact customers about bookings, timings, access, or service updates.
To issue invoices, process payments, and maintain financial records.
To manage customer support, complaints, and aftercare.
To improve our services, operations, and customer experience.
To maintain records for legal, accounting, and insurance purposes.
To detect, prevent, or investigate fraud, misuse, or security incidents.
To comply with applicable laws and regulatory obligations.

We will only use personal data in ways that are compatible with the reasons for which it was collected, unless we have a valid legal reason to do otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. The main lawful bases we rely on are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and handling payment or service-related communication.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, protecting our business from fraud, and maintaining internal records. We always consider the impact on your privacy before relying on this basis.

Consent

In limited cases, we may rely on your consent, particularly where the law requires it. If we do, you may withdraw your consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver our services. These third parties act as processors when they process data on our behalf and under our instructions.

Examples of processors and service providers may include:

Payment providers that handle card or electronic payment transactions.
Accounting and bookkeeping services that assist with invoices, tax records, and financial management.
IT and cloud service providers that store data securely and support our systems.
Communication and messaging providers that help us contact customers.
Insurance or claims-related service providers where necessary to manage a claim or incident.

We only use processors that provide sufficient guarantees regarding data protection and security. They are required to process personal data only according to our instructions and are not allowed to use it for their own purposes.

We may also disclose data to independent controllers where necessary, for example to legal, regulatory, or law enforcement authorities, or where required by law. In such cases, those organisations determine their own purposes and methods of processing.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations.

Retention periods may vary depending on the type of information and the reason for holding it. In general:

Quotation and booking records may be retained for a period needed to manage the service and handle any follow-up issues.
Invoice and payment records are typically retained for the period required by tax and accounting law.
Customer communication records may be retained for a reasonable period to support service history and dispute resolution.
Complaint, incident, or claims records may be retained longer where needed for legal defence, insurance, or risk management purposes.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal information on a need-to-know basis.

While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations.

7. Your Rights Under GDPR

As a data subject, you have important rights in relation to your personal data. These 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 information.
Right to erasure - in some circumstances, you may ask us to delete your personal data.
Right to restriction - you may ask us to limit the way we use your data in certain situations.
Right to data portability - where applicable, you may request a copy of your data in a structured, commonly used format.
Right to object - you may object to processing based on legitimate interests, and to direct marketing where relevant.
Right to withdraw consent - if we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions or limitations. We will respond to valid requests within the time limits set by law, normally within one month.

8. Children’s Data

Our services are directed to adults and businesses arranging removals or related services. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move and only where it is necessary for the service. If we learn that we have collected data improperly, we will take reasonable steps to delete it.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place so that the data remains protected to a standard consistent with UK data protection law. This may include the use of approved contractual protections or transfers to countries with adequate legal safeguards.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Your Privacy Rights

Man And Van Streatham respects your privacy and processes personal data only where it is lawful and necessary. We collect information needed to provide moving services, manage bookings, handle payments, and comply with legal duties. We may share data with trusted processors such as payment, accounting, and IT providers, but only under strict controls. We retain personal data only for as long as necessary and you have rights to access, correct, delete, restrict, object to, and port your data, subject to legal limits.

This policy applies to all Man And Van Streatham customers in the area.