Privacy Policy - Man And A Van Streatham

This Privacy Policy explains how Man And A Van Streatham collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Streatham customers in the area, including people who request a quote, make a booking, receive a removal or delivery service, or otherwise interact with us in connection with our services.

We are committed to handling personal data in a fair, lawful, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Who We Are

Man And A Van Streatham provides man and van moving services in and around Streatham. For the purposes of data protection law, we are the data controller for the personal data described in this policy when we decide why and how your data is processed.

We take privacy seriously and only collect information that is necessary for service delivery, customer communication, operational management, legal compliance, and business administration.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and, where relevant, business name.
Contact data such as telephone number, email address, and service address.
Booking and service details including move dates, pickup and delivery locations, property access notes, inventory details, and service preferences.
Billing and payment data such as invoice details, payment status, and transaction information.
Communication records including emails, messages, call notes, and complaints or queries you submit.
Technical data if you contact us online, such as device information, browser type, and basic usage data gathered through standard security and performance tools.
Special category data only if you choose to share it and only where necessary, for example details that may indicate accessibility needs or health-related handling requirements during a move.

We do not intentionally collect more information than is needed to provide a safe and efficient service. Please avoid sharing unnecessary personal data unless it is relevant to your booking or service requirements.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide quotes and assess service requirements.
To arrange, manage, and complete moving services.
To communicate with you about your booking, arrival times, and service updates.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, or claims.
To improve our services, planning, scheduling, and customer experience.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use your data for purposes that are compatible with the original reason it was collected, unless we obtain your consent or have another lawful basis to do otherwise.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the situation, Man And A Van Streatham relies on the following legal grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, making bookings, delivering moving services, and handling payments.

Legal obligation

We may process and retain certain information where required by law, such as tax records, accounting records, insurance documentation, or other legal compliance duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This can include service administration, business records, customer support, fraud prevention, and internal quality management.

Consent

Where we rely on consent, such as for certain optional communications or where special category data is provided and consent is the appropriate basis, you may withdraw that consent at any time. Withdrawal will not affect processing already carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in limited cases, as independent controllers. These parties are only given access to the data they need to perform their functions and are required to protect it appropriately.

Examples of processors may include:

Payment service providers that handle card or online transactions.
Accounting and bookkeeping service providers.
IT, data storage, and software providers used for administration, scheduling, and communications.
Customer service or messaging tools used to manage enquiries and booking updates.
Professional advisers such as insurers, lawyers, or auditors where necessary.

We may also disclose personal data if required to do so by law, court order, law enforcement request, or to protect the rights, property, or safety of our business, our customers, or others.

We do not sell your personal data. Where data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Booking and service records are generally retained for as long as needed to manage the service and handle any related follow-up.
Financial and tax records are kept for the period required by law and accounting obligations.
Customer communications are retained for a reasonable period to support service history, dispute resolution, and quality management.
Claims or complaint-related data may be kept longer where necessary to defend legal claims or comply with insurance requirements.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in line with our retention procedures.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted handling of customer records.

While we take reasonable steps to safeguard information, no method of transmission or storage is completely secure. If a data breach occurs and it poses a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These 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 request deletion of your data in certain circumstances.
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.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any issue promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the context of a household move and provided by an adult customer. If we become aware that we have collected data unlawfully, we will take steps to delete it where appropriate.

10. 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 made available. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man And A Van Streatham is committed to processing personal data lawfully, fairly, and transparently. We only collect information that is relevant to our moving services, use it for clear and legitimate purposes, share it only when necessary, and keep it no longer than required. We respect your rights and aim to maintain the highest practical standards of privacy and confidentiality for every customer in the area.