Privacy Policy - Man And Van Streatham

This Privacy Policy explains how Man And Van Streatham collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related services. It applies to all Man And Van Streatham customers in the area, including individuals and businesses who enquire about, book, or receive services from us. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect your privacy and aim to be clear about what information we collect, why we collect it, how long we keep it, and the rights you have over it. By using our services, you should understand how your information may be processed.

1. Data We Collect

We collect only the information needed to provide and manage our services effectively. Depending on your interaction with us, this may include:

Identity details such as your name and, where needed, company name.
Contact details such as your telephone number and email address.
Service details such as pickup and delivery addresses, access instructions, moving dates, property information, inventory details, and service preferences.
Payment information such as billing details and transaction records. We do not store full card details where payment processing is handled by secure third-party payment providers.
Communication records including enquiries, quotations, complaints, and any messages exchanged with us.
Usage and technical data where relevant, such as basic website interaction data if you contact us online, although we do not collect more than is necessary for service management.
Special category data only if you choose to share it and only where it is required to meet a specific request, such as accessibility needs relating to your move. We will handle such data with additional care.

We generally collect personal data directly from you. In some cases, data may be provided by another person acting on your behalf, such as a family member, landlord, estate agent, business representative, or relocation coordinator.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To schedule, arrange, and deliver moving or man and van services.
To communicate with you before, during, and after the service.
To process payments, invoices, and accounting records.
To manage claims, disputes, and service issues.
To maintain internal records and improve service quality.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business from fraud, misuse, or unlawful activity.

We will only use your data for purposes that are compatible with the reason it was collected. If we need to use it for a new purpose, we will make sure there is a valid legal basis to do so.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. We rely on the following bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling bookings, providing moving services, preparing quotations at your request, and communicating about the service.

Legal Obligation

We process data where required to meet legal duties, such as tax compliance, accounting obligations, insurance requirements, and record keeping under applicable law.

Legitimate Interests

We may process your data where it is necessary for our legitimate interests, provided your rights do not override those interests. This may include managing business operations, responding to enquiries, protecting against fraud, improving services, and retaining basic service records.

We always consider the impact on your privacy before relying on legitimate interests.

Consent

In limited cases, we may rely on your consent, especially where we process optional information or special category data not otherwise required for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

4. Data Sharing and Processors

We may share your personal data with trusted third parties where necessary to run our business and provide services. These third parties act as processors when they process data on our behalf and under our instructions.

Examples of processors may include:

Payment processors that handle secure card or electronic payments.
Accounting and bookkeeping providers that help maintain financial records.
IT and cloud service providers that store data, manage email, or support business systems.
Customer management or scheduling tools used to organise bookings and service details.
Professional advisers such as insurers, legal advisers, or auditors, where necessary.

We only appoint processors that can provide appropriate security and confidentiality safeguards. They are not allowed to use your data for their own purposes.

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

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer retention period is required by law. Retention periods depend on the type of data and the reason for processing.

Quotation and enquiry data may be kept for a limited period to manage follow-up, customer service, and business records.
Booking and service records may be retained for a period needed to complete the service, handle complaints, and maintain legal and operational records.
Financial and tax records are retained for the period required by accounting and tax law.
Claims or dispute records may be kept longer if needed to resolve issues or defend legal claims.

When data is no longer needed, we will securely delete, anonymise, or archive it as appropriate.

6. Your Rights

You have important rights over your personal data under GDPR. Subject to legal conditions and exemptions, these include:

Right of access – you can ask for 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 – in some cases, you can ask us to delete your data.
Right to restriction – you can ask us to limit the use of your data in certain situations.
Right to data portability – you may request a copy of data you provided to us in a structured format where applicable.
Right to object – you may object to processing based on legitimate interests, including direct marketing if applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

Please note that some rights may not apply in every situation, especially where we are legally required to keep information or where the data is needed to perform a contract.

If you wish to exercise your rights, we may need to verify your identity before responding. We will aim to respond within one month, or within a longer period if the request is complex.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of third-party processors.

Although we work to protect your information, no system can be guaranteed completely secure. If a personal data breach occurs and it is likely to risk your rights and freedoms, we will take the required steps under applicable law.

8. International Transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place before such transfer occurs. These safeguards are used to protect your personal data to a level consistent with UK data protection standards.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from anyone under the age of 18 unless it is necessary for a service requested by an adult customer and handled lawfully. If we become aware that we have collected such data incorrectly, we will take reasonable steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to your use of our services from the date it is published. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Man And Van Streatham is committed to treating your personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also respect your rights and aim to make it easy for customers to understand how their data is handled.

This policy applies to all Man And Van Streatham customers in the area.