Privacy Policy - Man With Van Streatham

This Privacy Policy explains how Man With Van Streatham collects, uses, stores, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Streatham customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within Streatham and the surrounding local area. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Streatham provides van-based moving services, delivery support, collection and transport assistance, and related customer service functions. In order to deliver these services effectively, we may need to process personal data about our customers, their representatives, and other individuals involved in a booking or move. We only collect information that is relevant and necessary for service delivery, administration, safety, and legal compliance.

2. Personal Data We Collect

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

Identity details such as name and title.
Contact information such as telephone number and email address.
Service location details such as pick-up and drop-off addresses, access instructions, and parking or entry information.
Booking and transaction details including dates, times, service type, moving requirements, and payment records.
Communication records such as enquiries, messages, service notes, and customer feedback.
Operational information relevant to the move, including inventory lists, special handling instructions, and details needed to complete the service safely.
Technical data where applicable, such as limited website or device information if you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if you share health-related access needs so that we can support the service appropriately. If such data is provided, we will process it with additional care and only where a lawful basis exists.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To plan, arrange, and deliver moving or transport services.
To communicate with customers about bookings, timing, and service requirements.
To manage payments, invoicing, and account administration.
To maintain service quality, handle complaints, and resolve disputes.
To protect the safety of our staff, customers, vehicles, and property.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services and maintain accurate business records.

We process personal data only for specified and legitimate purposes and do not use it in ways that are incompatible with those purposes.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more lawful bases depending on the context of the processing:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging a booking, delivering the agreed service, managing payments, and handling related communications.

Legal Obligation

We process certain data to comply with legal requirements, including accounting, tax, recordkeeping, and other obligations imposed by law.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include maintaining service records, preventing fraud, improving operations, and ensuring the security of our business.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information that is not required for the service. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors when they process data on our instructions, or as independent controllers when they determine their own purposes and means of processing.

Examples of processors may include:

IT and hosting providers that store or support our systems.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Customer communication tools used to manage bookings and service messages.
Payment service providers that process transactions securely.
Operational subcontractors where necessary to complete a service you have requested.

We require processors to protect personal data, act only on our instructions where applicable, and implement appropriate technical and organisational safeguards. We do not sell personal data.

We may also disclose personal data if required by law, court order, law enforcement request, or to protect our rights, property, staff, customers, or the public.

6. International Transfers

If any service provider stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place to protect that data in line with UK GDPR requirements. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are kept for the period needed to manage the service and handle any follow-up issues.
Financial and tax records are retained for the legally required period.
Correspondence and complaints may be retained for a reasonable period to evidence service history and resolve disputes.
Consent-based data is kept only until the consent is withdrawn or the purpose ends.

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

8. Data Security

We take reasonable and appropriate measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and review of third-party providers. While no system can guarantee absolute security, 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 rights may be subject to conditions and exceptions.

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 some circumstances, you can ask us to delete your data.
Right to restriction - you can request that we 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 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 lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of a family move or similar service arrangement and the information is provided by an adult customer. Where children’s data is involved, we process it only to the extent needed to provide the service and protect privacy appropriately.

11. 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 updated version will apply from the time it is published or otherwise communicated. We recommend reviewing the policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Man With Van Streatham is committed to processing personal data responsibly and transparently. We collect only the information needed to provide our services, rely on appropriate lawful bases, keep data only as long as necessary, and use trusted processors that help us operate securely. We respect your rights and aim to ensure that all customers in the Streatham area receive a service that is both practical and privacy-conscious.