Privacy Policy - Man And Van Lambeth

This Privacy Policy explains how Man And Van Lambeth collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man And Van Lambeth customers in the area, including prospective customers, current customers, and individuals who contact us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that personal data may be processed as described in this policy. We only collect data that is necessary for legitimate business and service purposes, and we aim to keep all information accurate, secure, and retained only for as long as needed.

1. Data Collection

We may collect personal data directly from you, from third parties acting on your behalf, or from records created during the course of providing our services. The categories of information we may collect include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information such as moving dates, property access details, inventory lists, and service preferences.
Payment information such as transaction details, billing records, and limited card or bank information where required for payment processing.
Communication records including emails, messages, call notes, complaints, and feedback.
Operational information such as job notes, loading requirements, parking instructions, and delivery confirmations.
Technical information if you interact with us electronically, including device data, IP address, and basic usage details from our systems.

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such data is provided to us by you, we will only process it where a lawful basis exists and where it is necessary for the relevant purpose.

2. How We Use Personal Data

We use personal data for service delivery and business administration. Typical uses include:

Managing enquiries, quotations, and bookings.
Planning and carrying out removals, van transport, loading, unloading, and related services.
Communicating about schedules, delays, service changes, and job requirements.
Processing payments, invoices, refunds, and accounting records.
Handling complaints, disputes, and claims.
Maintaining internal records and business administration.
Improving our service quality, staff training, and operational efficiency.
Meeting legal, regulatory, tax, and insurance obligations.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that use is permitted by law.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. We rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes quoting for services, managing bookings, transporting goods, and providing customer support related to the service.

Legal Obligation

We may process personal data when required to comply with legal obligations, such as tax rules, accounting requirements, business record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include fraud prevention, service improvement, internal administration, safeguarding property, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate for certain optional communications or non-essential uses of data. Where consent is used, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and in accordance with applicable legal, tax, and contractual requirements. Retention periods may vary depending on the nature of the information and the reason for processing.

Customer and booking records are generally retained for a period necessary to manage the service relationship and handle any follow-up matters.
Financial and accounting records are retained for the period required by law.
Complaint and dispute records may be retained longer where needed to resolve claims, protect legal rights, or comply with insurance requirements.
Communication records are kept for as long as needed for business administration and evidential purposes.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable individual.

5. Processors and Sharing of Data

We may share personal data with trusted third parties that help us operate our business and deliver services. These third parties act as processors or independent controllers depending on the service they provide. We require appropriate safeguards and data processing terms where needed.

Examples of processors or recipients may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for data storage, system support, and communication tools.
Customer management and scheduling tools used to organise bookings and service operations.
Insurance providers, legal advisers, and claims handlers where necessary to protect our rights or process a claim.
Subcontractors or operational partners involved in delivering the service, where required to complete the job.

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

6. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate legal safeguards are in place. This may include transfers to countries with an adequacy decision or the use of approved contractual protections and other lawful transfer mechanisms.

7. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, password protection, and limiting access to data on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risks associated with the information we process.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to conditions and exemptions, but we will always review any request carefully.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your personal data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can 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.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is unavoidably included in service-related communications or records and only where lawful and necessary.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is made available. We encourage customers to review it periodically to stay informed about how we process personal data.

11. Commitment to Data Protection

Man And Van Lambeth is committed to respecting privacy and protecting personal information. We aim to collect only the data we need, use it responsibly, retain it for no longer than necessary, and ensure that our processors and partners handle it with appropriate care. This policy applies to all Man And Van Lambeth customers in area, and it governs our handling of personal data in connection with the services we provide.

By engaging our services, you confirm that you have read and understood this Privacy Policy.