Privacy Policy - Man With Van Stockwell

This Privacy Policy explains how Man With Van Stockwell collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Stockwell customers in the Stockwell area and surrounding local service area, including people who request quotes, book removals, arrange deliveries, or otherwise interact with our services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Stockwell provides moving, transport, delivery, and related logistics services. In the course of these services, we may act as a data controller for personal information we decide how and why to use. This policy explains our privacy practices for customers, prospective customers, and other individuals whose data we may receive in the ordinary course of our work.

2. Information We Collect

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

Identity details such as your name and title.
Contact details such as telephone number, email address, and service address.
Booking and service details such as move date, item descriptions, collection and delivery locations, and access information.
Payment information such as billing details and transaction records, where needed for invoicing and accounting.
Communication records such as messages, call notes, complaints, or service instructions.
Technical and usage data such as basic device or browser information if you contact us through online channels.
Special instructions that may be relevant to the safe delivery or handling of items, where you choose to provide them.

We generally do not seek to collect special category data, such as health, religious, or biometric information. If such information is inadvertently shared with us, it will only be processed where necessary and appropriate under data protection law.

3. How We Collect Data

We may obtain personal data directly from you when you request a quote, make a booking, communicate with us, or provide delivery instructions. We may also receive information from third parties where necessary to carry out the service, such as from a person acting on your behalf, a business arranging a move, or a payment provider. In some cases, data may be generated through our administrative systems for record-keeping, invoicing, and service management.

4. Why We Use Your Data

We use personal data only where we have a valid legal reason to do so. Our purposes include:

Providing moving, transport, and delivery services.
Managing bookings, quotes, scheduling, and service changes.
Communicating with you about your request or appointment.
Processing payments, issuing invoices, and handling accounting.
Maintaining records for business administration and service quality.
Handling complaints, claims, or disputes.
Meeting legal, tax, regulatory, and insurance obligations.
Protecting our business, staff, and customers from fraud or misuse.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Depending on the situation, 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 providing quotations at your request, confirming bookings, carrying out removals or deliveries, and managing customer service communications related to the agreed service.

Legal Obligation

We may process and retain information where required to comply with legal obligations, including tax, accounting, insurance, health and safety, and record-keeping requirements.

Legitimate Interests

We may rely on legitimate interests for certain business operations, such as improving our services, managing internal administration, protecting against fraud, keeping service records, and resolving disputes. Where we use this basis, we balance our interests against your rights and freedoms.

Consent

In limited cases, we may ask for your consent, for example for specific optional communications or where consent is needed by law. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver and manage our services. These parties act as data processors or, in some cases, independent controllers. They are only permitted to use personal data according to our instructions or their own legal responsibilities. Examples may include:

Payment service providers for processing card or transfer payments.
Accounting and bookkeeping providers for tax and financial records.
IT and cloud storage providers that support our business systems.
Communication service providers for email, telephone, and messaging systems.
Insurance providers where needed for handling claims or coverage matters.
Professional advisers such as legal or financial advisers when necessary.

We may also disclose data if required by law, court order, or a lawful request from public authorities. We do not sell your personal data.

7. International Transfers

If any of our processors store or access data outside the UK, we will take appropriate steps to ensure your personal information remains protected. This may include using approved contractual safeguards or transferring data only to jurisdictions with adequate protection recognised under data protection law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy and to meet our legal and operational requirements. Retention periods may vary depending on the type of data and the reason it was collected. As a general approach:

Quotation and booking records are retained for a reasonable period to manage service follow-up, customer support, and business records.
Invoice, payment, and accounting records are kept for the period required by tax and accounting law.
Correspondence and complaint records may be retained for longer where needed to resolve disputes, defend legal claims, or improve service administration.
Technical logs are kept only for the time necessary for security, maintenance, and operational needs.

When personal data is no longer needed, it is securely deleted, anonymised, or destroyed in accordance with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to people who need it for legitimate business purposes. While no system can be guaranteed to be completely secure, we take reasonable steps to protect information entrusted to us.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be limited in some circumstances, but we will always respond appropriately and lawfully. Your rights 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 information.
Right to erasure — to request deletion of your data in certain situations.
Right to restriction — to ask us to limit how we use your data in certain cases.
Right to object — to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability — to receive certain information in a structured, commonly used format.
Right to withdraw consent — where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has not been handled properly. We encourage you to raise concerns directly first so we can try to resolve the matter promptly.

11. Children’s Data

Our services are aimed at adults and businesses. We do not knowingly collect personal data from children unless it is necessary in a specific service context and provided by an appropriate adult or authorised representative. If we become aware that we have collected child data without proper authorisation, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service offerings. Any updated version will apply from the date it is made available. We encourage customers in the Stockwell area and surrounding local service area to review this policy periodically to stay informed about how personal data is handled.

13. Summary of Our Commitment

Man With Van Stockwell is committed to handling personal information responsibly, securely, and in accordance with data protection law. We only collect data needed to provide our services, we use it for clear and lawful purposes, we retain it only as long as required, and we work with processors who are expected to protect it appropriately. We also respect your privacy rights and aim to be transparent about how your information is used. This policy applies to all customers in the area we serve and forms part of our ongoing commitment to fair and lawful data handling.