Privacy Policy - Man With A Van Streatham

This Privacy Policy explains how Man With A Van Streatham collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related services. It applies to all Man With A Van Streatham customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services. We are committed to processing personal data fairly, transparently, and in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Streatham is the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed. We only collect data that is relevant and necessary for service delivery, administration, safety, legal compliance, and legitimate business operations.

2. Personal Data We Collect

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

Identity data: name, title, and any details you provide when requesting a quote or booking a service.
Contact data: address, email address, and telephone number.
Service data: moving dates, inventory details, property access notes, special handling instructions, and service preferences.
Payment data: billing information, transaction references, and payment confirmation details.
Communication data: records of enquiries, complaints, feedback, and correspondence.
Technical data: limited information such as IP address, device information, and usage logs where collected through digital systems.
Verification data: information needed to confirm identity, booking authority, or service eligibility where appropriate.

We generally do not seek to collect special category data. If such data is shared with us accidentally, for example as part of instructions about access needs or vulnerable property contents, we will handle it carefully and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and carry out removals, deliveries, and related services;
to communicate with you about your booking, timing, access, and service changes;
to process payments and issue invoices or receipts;
to manage claims, complaints, and service disputes;
to maintain records for accounting, tax, and legal obligations;
to improve our services, operations, and customer experience;
to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only use personal data for the purposes for which it was collected unless we reasonably believe that another compatible purpose applies or we are legally required to do otherwise.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging collections or deliveries, coordinating timings, and completing the requested service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include improving operational efficiency, responding to customer enquiries, maintaining service records, and protecting against fraud or misuse.

Legal Obligation

We may process and retain certain data to comply with legal obligations, such as tax rules, accounting requirements, insurance obligations, or lawful requests from authorities.

Consent

Where required by law, we will rely on your consent. If consent is used as the basis for processing, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as when urgent action is needed to prevent serious harm.

5. Retention of Personal Data

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

Quotation and booking records: retained for a reasonable period to manage services, handle follow-up queries, and resolve disputes.
Payment and invoice records: retained for the period required under tax and accounting law.
Customer communications: retained as needed for service administration, complaint handling, and quality assurance.
Claims or legal records: retained for as long as necessary to defend, establish, or exercise legal rights.

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

6. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to operate our services. These third parties act as processors or independent controllers depending on the context. Processors only act on our instructions and are required to protect your data in accordance with data protection law.

Examples of processors and other third parties may include:

Payment service providers for secure transaction handling;
IT and cloud service providers for booking, communication, storage, and system support;
Accounting or bookkeeping providers for financial administration;
Customer relationship and scheduling tools used to manage service operations;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Regulators, law enforcement, or public authorities where disclosure is legally required.

We do not sell personal data. If a third party receives personal data from us, we ensure appropriate contractual and security measures are in place where required.

7. Data Security

We take 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 limited access to personal data on a need-to-know basis.

While we take reasonable steps to protect your data, no system can be guaranteed completely secure. If a personal data breach occurs and we are required to notify affected individuals or regulators, we will do so in accordance with legal obligations.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: request a copy of the personal data we hold about you;
Right to rectification: ask us to correct inaccurate or incomplete data;
Right to erasure: request deletion of your data where legally possible;
Right to restriction: ask us to limit processing in certain circumstances;
Right to object: object to processing based on legitimate interests or direct marketing;
Right to data portability: request transfer of certain data to you or another organisation;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal conditions or exemptions. We will respond to valid requests within the timeframe required by law and may need to verify your identity before taking action.

9. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. This may include adequacy regulations or approved contractual protections designed to keep your data secure and legally protected.

10. 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 connection with a household move or similar service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data inappropriately, we will take reasonable steps to remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Key Commitments

Man With A Van Streatham only processes personal data where there is a valid legal reason to do so, keeps it only for as long as needed, uses processors carefully, and respects your rights under data protection law. We aim to process data fairly, securely, and transparently for all customers in the area.