Privacy Policy - Man With Van Stjohnswood

This Privacy Policy explains how Man With Van Stjohnswood collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Stjohnswood customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our moving and transport services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Stjohnswood provides man and van, removals, transport, and related moving services. For the purposes of data protection law, we act as the data controller for the personal data we collect and determine how and why it is processed. This means we are responsible for ensuring that your information is handled in a way that respects your rights and meets applicable legal requirements.

2. Personal Data We Collect

We only collect information that is necessary for providing our services, managing customer relationships, maintaining our records, and meeting legal obligations. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details including address, phone number, and email address.
Booking and service details such as moving date, pickup and delivery addresses, property access information, item lists, and special instructions.
Payment information such as billing records and transaction details.
Communication records including messages, notes from calls, and correspondence relating to quotes, bookings, complaints, and feedback.
Technical and usage data if you interact with our digital systems, such as basic device or browser information and log data.
Business and contractual information where relevant, such as company names, office addresses, and service requirements for commercial customers.

We do not intentionally collect sensitive personal data unless it is necessary for a specific service or legal reason. If such information is required, we will only process it where a lawful basis exists and where additional safeguards are in place.

3. How We Use Your Data

We process personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings, schedule services, and complete moves.
To communicate with you about your service, including confirmations and updates.
To process payments and manage invoices.
To maintain accurate business records and handle disputes or complaints.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, operations, and customer experience.
To protect against fraud, misuse, or security incidents.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or another lawful basis applies.

4. Lawful Basis for Processing

Under UK GDPR, we must have a valid legal basis for processing personal data. Depending on the situation, Man With Van Stjohnswood may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, confirming bookings, carrying out moving services, and issuing invoices.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include record keeping, service improvement, fraud prevention, customer support, and internal administration.

Legal Obligation

We may process personal data where we must do so to comply with a legal obligation, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may ask for your consent to process certain information. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing and Processors

We may share personal data only when necessary and only with parties that help us deliver our services or meet legal obligations. These third parties may act as processors or independent controllers depending on the circumstances.

Payment processors that handle card or other payment transactions.
Accounting and bookkeeping providers that assist with invoicing and financial records.
IT and cloud service providers that support email, storage, booking systems, and data security.
Professional advisers such as lawyers, insurers, auditors, or consultants where necessary.
Public authorities, regulators, or law enforcement where disclosure is required by law.
Subcontractors or service partners involved in completing a move or related service, where appropriate for operational purposes.

When we use processors, we ensure they are bound by appropriate contractual obligations to process personal data only on our instructions, implement suitable security measures, and comply with data protection law.

6. International Transfers

If any of our processors or systems transfer personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under applicable data protection law.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods vary depending on the nature of the data and the reason for processing.

Quote and enquiry data may be kept for a reasonable period to support customer service and future requests.
Booking and contract records are usually retained for the duration of the service relationship and for a further period as required for record-keeping.
Financial and tax records are retained in line with statutory obligations.
Correspondence and complaint records may be retained to manage disputes and maintain service quality.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain limited information if necessary to establish, exercise, or defend legal claims.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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 data.
Right to erasure ??? in certain situations, you can ask us to delete your personal data.
Right to restriction ??? you can ask us to limit how we use your data in certain circumstances.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to data portability ??? in certain cases, you can request that your data be provided in a structured, commonly used format.
Right to withdraw consent ??? where 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. If you wish to exercise any of your rights, we will respond in accordance with applicable law and within the required timeframes.

10. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for marketing or service purposes. If we become aware that information about a child has been collected unintentionally, we will take appropriate steps to delete or protect it, unless retention is legally required.

11. Automated Decision-Making

We do not make decisions about you solely by automated means that produce legal or similarly significant effects. If this changes in the future, we will update this policy and provide any required information about the logic involved and your rights.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect operational changes, legal developments, or improvements in how we handle personal data. Any updated version will apply from the date it is published. We encourage customers in the area to review this policy periodically so they remain informed about how their information is used.

13. Summary of Key Points

Man With Van Stjohnswood collects only the information needed to provide moving and related services, uses it under lawful bases such as contract, legitimate interests, consent, and legal obligation, shares it only with appropriate processors and authorities, and retains it only for as long as necessary. We respect your rights and aim to keep your personal data secure, accurate, and handled with care.

By using our services, making an enquiry, or booking with Man With Van Stjohnswood, you acknowledge that this Privacy Policy applies to you if you are a customer in the area.