Privacy Policy - Man With Van Lewisham

This Privacy Policy explains how Man With Van Lewisham collects, uses, stores, shares, and protects personal data in connection with its moving, removal, delivery, and related services. It applies to all Man With Van Lewisham customers in the Lewisham area, including individuals, households, landlords, tenants, and businesses who enquire about, book, or use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Lewisham is a provider of local and long-distance moving services. In the context of data protection law, we act as the data controller for the personal data we collect and use about our customers, potential customers, suppliers, and other individuals who interact with us.

This means we determine the purposes and means of processing your personal data for our business operations, bookings, customer service, and compliance obligations.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide and for the management of our business. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your telephone number and email address.
Address and location information including pickup and delivery addresses, access details, and instructions relevant to the move.
Booking information such as service dates, property type, volume of items, and any special requirements.
Payment information such as transaction records and billing details. We do not usually store full card details where payments are processed securely by third-party providers.
Communication records including enquiries, quotations, complaints, feedback, and correspondence.
Service-related notes such as item descriptions, fragile item handling instructions, or parking and access arrangements.
Technical information if you interact with our digital systems, such as IP address, device information, and basic usage data.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or we are legally required to process it. If such data is ever received, we will apply additional safeguards and only use it where permitted by law.

3. How We Use Personal Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings, plan routes, and deliver removal services.
To communicate with you before, during, and after a move.
To process payments and maintain financial records.
To handle complaints, disputes, and customer support matters.
To maintain internal records and improve our services.
To comply with legal, tax, accounting, and insurance obligations.
To prevent fraud, misuse, or unlawful activity.

We will only use your personal data where we have a lawful basis to do so and will not use it in ways that are incompatible with the original purpose for which it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the context, Man With Van Lewisham may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing a quote at your request, confirming a booking, completing a move, and managing payment arrangements.

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. Examples include service improvement, business administration, fraud prevention, customer record keeping, and responding to informal enquiries.

Legal Obligation

We may process data where required to comply with a legal obligation, such as tax law, accounting duties, record retention requirements, or cooperation with regulatory or law enforcement requests.

Consent

In limited cases, we may rely on your consent, for example where optional marketing communications are involved or where you choose to provide additional information not required for the service. Where consent is used, you can withdraw it at any time.

5. Sharing Your Data 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 handle data on our behalf and only in accordance with our instructions. Processors may include:

Payment service providers who process card or transfer payments securely.
Accounting and bookkeeping providers who support tax and financial administration.
IT and cloud service providers who store data, maintain systems, or support communications.
Scheduling or customer management tools used for bookings and operational planning.
Insurance providers and claims handlers where necessary to manage incidents or claims.
Professional advisers such as lawyers, accountants, and auditors.

We may also disclose personal data where required by law, to public authorities, or to protect our rights, property, customers, or staff. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance, and dispute-resolution requirements.

Booking and customer records are typically retained for a reasonable period after completion of the service.
Financial and tax records may be retained for the period required by law.
Complaint, claim, and dispute records may be kept longer where needed to defend legal claims or resolve issues.
Enquiry records may be deleted when they are no longer relevant and no service follows.

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

7. Security of Your Data

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed completely secure, we work hard to protect the information entrusted to us.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

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 data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a machine-readable 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 Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any concern quickly and fairly.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by an adult customer or authorised representative. If we become aware that we have collected children’s data without a valid basis, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers in Lewisham and the surrounding area to review this policy periodically to stay informed about how we handle personal data.

11. Summary of Our Commitment

At Man With Van Lewisham, we aim to handle personal data responsibly and transparently. We collect only the information needed to deliver reliable moving services, rely on appropriate lawful bases for processing, retain records only as long as necessary, and work with trusted processors who meet data protection standards. Most importantly, we respect your rights and take privacy seriously for every customer we serve in the Lewisham area.

This Privacy Policy is intended to provide clear information about our data practices and to support compliance with UK GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.