Privacy Policy - Man With Van Sydenhamhill

Man With Van Sydenhamhill is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data relating to our customers, prospective customers, and anyone who uses our moving and transport services in the Sydenhamhill area. This policy applies to all Man With Van Sydenhamhill customers in the area, including individuals, households, and businesses that arrange or receive our services.

1. Who We Are

For the purposes of data protection law, Man With Van Sydenhamhill acts as 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 are responsible for ensuring that all processing complies with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal and operational requirements. The categories of information we may collect include:

Identity details such as your name, and where relevant, the name of your business or organisation.
Contact details such as your address, email address, and telephone number.
Service information including pickup and delivery addresses, moving dates, property access details, item lists, and instructions related to the move.
Payment and billing information such as payment records, invoices, and transaction details.
Communication records including enquiries, quotes, booking notes, complaints, feedback, and correspondence with our team.
Technical data such as basic website or device information if you contact us through digital channels, where applicable.
Special category data only if you voluntarily provide it and only where it is necessary for a specific reason, for example accessibility requirements linked to a move. We do not seek to collect sensitive information unless it is required and lawful to do so.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or use our services. In some cases, we may receive data from third parties such as landlords, estate agents, business contacts, payment providers, or subcontracted service partners who are involved in the arrangement or delivery of the service.

3. How We Use Your Personal Data

We use personal data only where we have a valid legal basis to do so. The main purposes for which we process your data are:

To provide moving, transport, collection, and delivery services.
To prepare quotations, confirm bookings, and manage schedules.
To communicate with you about your service, including operational updates or changes.
To process payments, issue invoices, and maintain accurate financial records.
To respond to enquiries, complaints, and requests for support.
To maintain internal records and improve our services.
To comply with legal, tax, insurance, and regulatory obligations.
To establish, exercise, or defend legal claims where necessary.

We do not use personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and, where required, we have informed you.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing. Depending on the circumstances, 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 arranging your move, confirming details, providing the service, and managing payment.

Legal Obligation

We may process data to comply with legal obligations, such as accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, preventing fraud, improving services, handling customer communications, and keeping records of transactions and service history.

Consent

In limited circumstances, we may rely on your consent, for example where you provide optional information that is not required for the service. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who assist us in providing our services. These third parties act as processors or, in some cases, independent controllers. When acting as processors, they process data only on our instructions and are required to protect it by law and contract.

Processors and service providers may include:

Payment processors who help us take and manage payments securely.
Accounting and bookkeeping providers who support invoicing, financial reporting, and tax compliance.
IT and cloud storage providers who host systems used to store and manage customer records.
Communication service providers who support messaging, call handling, or email delivery.
Subcontracted transport or labour providers who may assist in delivering the moving service when required.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or regulatory request. If business assets are transferred, merged, or restructured, personal data may be shared with relevant parties as part of that process, subject to legal safeguards.

We do not sell your personal data.

6. International Transfers

If any of our processors or service providers store or access data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms. These measures are designed to maintain a level of protection consistent with UK data protection standards.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for processing.

Booking and service records are generally retained for the period needed to manage the service and address any follow-up issues.
Financial and invoicing records are retained for the period required by tax and accounting law.
Correspondence and complaints may be retained for a reasonable period to demonstrate how matters were handled and to resolve disputes.
Legal claims data may be retained longer where necessary to establish, exercise, or defend legal rights.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and appropriate supplier vetting. While no system can be guaranteed to be completely secure, we work to maintain a level of protection suitable to the nature of the data we hold.

9. Your Rights

Depending on the legal basis and the circumstances of processing, you may have the following rights under data protection law:

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 situations.
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 request transfer of 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 relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided lawfully by an adult responsible for the booking.

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 date it is published or otherwise communicated. We encourage customers to review the policy periodically to remain informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Sydenhamhill respects your privacy and uses personal data only where it is necessary, lawful, and proportionate. We collect only the information needed to deliver our services effectively, retain it only as long as required, and share it only with trusted processors or where legally required. We also recognise and support your rights under data protection law. This policy applies to all Man With Van Sydenhamhill customers in area, and it is intended to give you clear, transparent information about how your data is handled.