Privacy Policy - Man And Van Stockwell

This Privacy Policy explains how Man And Van Stockwell collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Stockwell customers in the area, including anyone who requests a quote, books a service, receives a service, or communicates with us in connection with our moving, delivery, and transport activities. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Stockwell provides transport and removal services to local customers and business clients. In the course of operating these services, we may need to collect and process personal data relating to customers, prospective customers, property access, payment, service delivery, and customer support. This Policy describes the ways in which that data is handled.

2. Personal Data We Collect

We only collect personal data that is necessary for our business operations and service delivery. The types of information we may collect include:

Identity details such as your name or title.
Contact details such as your phone number, email address, and service address.
Booking information including service dates, collection and delivery locations, move details, and special instructions.
Payment information such as billing details and transaction records.
Communication records including enquiries, complaints, feedback, and any correspondence with us.
Access and property information where needed for completing a service safely and efficiently.
Technical data such as device and browser information if you contact us through digital systems we use for administration.

We do not seek to collect more personal data than is required for the service requested. We do not intentionally collect special category data unless you choose to provide it and it is relevant to a service issue or support request.

3. How We Collect Personal Data

We may collect personal data in the following ways:

Directly from you when you request a quote, make a booking, or communicate with us.
From third parties acting on your behalf, such as a landlord, tenant, estate agent, employer, or family member arranging a move.
Automatically through business systems used for record keeping, invoicing, or service administration.
From payment providers or other service partners where needed to complete transactions or manage bookings.

If you provide information about another person, you should ensure that you have permission to do so and that they are aware of this Policy where appropriate.

4. Purposes of Processing

We use personal data for the following purposes:

To provide quotes and manage bookings.
To deliver moving, van, and related transport services.
To contact you about scheduling, access, or service changes.
To issue invoices, process payments, and maintain accounts.
To handle enquiries, complaints, and customer support matters.
To maintain business records and comply with legal obligations.
To improve our services, planning, and operational efficiency.
To prevent fraud, misuse, or other unlawful activity.

Where appropriate, we may also use your information to defend or establish legal claims, protect our rights, or comply with requests from regulators or law enforcement bodies.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, organising logistics, delivering services, and managing payment arrangements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. Examples include service administration, record management, customer support, fraud prevention, and operational improvement. We always consider whether our interests are balanced against your privacy rights.

Legal Obligation

We may process data where we are legally required to do so, such as for tax, accounting, insurance, regulatory compliance, or responding to lawful requests from authorities.

Consent

In limited circumstances, we may rely on your consent, for example where it is the most appropriate basis for a specific optional communication or use. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this Policy, or as long as required by law. Retention periods depend on the nature of the data and the purpose for which it was collected.

Booking and service records are retained for as long as needed to manage the service and address follow-up issues.
Financial and accounting records are retained for the period required by tax and accounting laws.
Customer communication records are kept for a reasonable period to manage enquiries, disputes, or ongoing service matters.
Legal and compliance records may be retained longer where necessary to meet regulatory obligations or defend legal claims.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a way that protects confidentiality.

7. Processors and Data Sharing

We may share personal data with trusted processors and service providers who act on our behalf and only under our instructions. These may include:

Payment processors for handling card or bank transactions.
Accountancy or bookkeeping providers for financial administration.
IT and cloud service providers for secure data storage, email, and business systems.
Scheduling or communications tools used for booking and customer administration.
Professional advisers such as legal or insurance advisers where necessary.

We may also share data with third parties where required by law, where you have instructed us to do so, or where it is necessary for the performance of our services. All processors are selected with care and are expected to implement appropriate technical and organisational security measures.

We do not sell personal data. If a transfer outside the UK is required by a service provider, we will ensure suitable safeguards are in place to protect your information.

8. Data Security

We take the security of personal data seriously and use reasonable measures to protect it from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, password protection, and staff awareness procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risk.

9. Your Rights

As a data subject, you have rights in relation to your personal data. These rights may be subject to legal limits and exceptions, but we will always consider your request carefully. Your rights include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to request correction of inaccurate or incomplete information.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to ask us to limit how we process your data in certain cases.
Right to object - to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability - to request transfer of certain information in a structured, commonly used format.
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 if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidental to a service arrangement and provided by a responsible adult. If we become aware that we have collected children’s data inappropriately, we will take appropriate steps to delete or safeguard it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man And Van Stockwell is committed to processing personal data lawfully, securely, and transparently. We collect only the information needed to provide and improve our services, we retain it only as long as necessary, and we use trusted processors under appropriate safeguards. Most importantly, we respect your rights and aim to ensure that every customer in the area receives a fair and privacy-conscious service.