Privacy Policy ??? Man With Van Soho

Man With Van Soho 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 information when you use our services. It applies to all Man With Van Soho customers in the area, including individuals and businesses who request or receive removals, transport, delivery, or related moving services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you acknowledge that your data may be used as described in this Policy.

1. Data We Collect

We only collect information that is necessary to provide and manage our services effectively. The types of personal data we may collect include:

Identity details such as your name and title
Contact information such as phone number, email address, and service address
Booking and service details including move date, pickup and delivery location, inventory information, and access requirements
Payment information such as billing records and transaction references
Communication records including emails, messages, and notes from calls
Usage and technical data where relevant, such as device information or IP address if you submit enquiries through digital channels
Special instructions you provide to help us complete the service safely and efficiently

We do not intentionally collect more data than is required for our operational, legal, and administrative purposes. If you provide information about third parties, such as building managers, access contacts, or family members, you should ensure that you have their permission to share it with us.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes
To manage bookings and deliver moving services
To plan routes, allocate vehicles, and organise staff
To communicate important updates about your service
To process payments and maintain accounting records
To handle customer support, complaints, and service follow-up
To comply with legal and regulatory obligations
To maintain business records and improve service quality
To protect our business, customers, and staff from fraud or misuse

We will only use your personal data for the purposes described in this Policy or for compatible purposes that you would reasonably expect.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process your personal information. Depending on the activity, we rely on the following grounds:

Performance of a Contract

We process your data when it is necessary to provide a quote, accept a booking, carry out a move, or fulfil our obligations under an agreement with you. Without certain information, we may not be able to provide the service properly.

Legal Obligation

We may process and retain data where required to meet legal obligations, including tax, accounting, insurance, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, internal record management, fraud prevention, and improving our operations.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications. Where consent is used, you have the right to withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or, in some cases, independent controllers. We only share data where necessary and only under appropriate safeguards.

Examples of processors and service providers may include:

Payment processors for handling card or electronic transactions
Accounting and bookkeeping providers for financial administration
IT and hosting providers for secure storage and system support
Communication service providers for message and email delivery
Operational subcontractors who assist in carrying out moving services

We may also disclose personal data to public authorities, insurers, legal advisers, or regulators where required by law or where necessary to defend legal claims, protect rights, or prevent fraud.

Where processors handle personal data on our behalf, they are required to act only on our instructions, protect the data appropriately, and keep it confidential. We do not sell your personal data.

5. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place. These may include standard contractual clauses or other lawful transfer mechanisms designed to protect your rights.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the context in which it was collected.

In general:

Booking and service records are retained for a period necessary to manage the service and resolve any follow-up issues
Invoice and payment records are kept for the period required by tax and accounting law
Correspondence and complaints may be retained for evidence and operational review
Technical or website-related data may be kept for a shorter period unless needed for security or legal purposes

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal restrictions or exemptions, but we will always aim to respond appropriately and within the required timeframes.

Right of access ??? you may request a copy of the personal data we hold about you
Right to rectification ??? you may ask us to correct inaccurate or incomplete information
Right to erasure ??? in some circumstances, you may request that we delete your data
Right to restriction ??? you may ask us to limit how we use your data in certain situations
Right to object ??? you may object to processing based on legitimate interests or direct marketing
Right to data portability ??? where applicable, you may request a copy of your data in a usable format
Right to withdraw consent ??? if we rely on consent, you may withdraw it at any time

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will not charge a fee unless your request is manifestly unfounded, excessive, or repetitive.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, staff awareness, and monitored systems. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute protection.

9. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided incidentally in the course of arranging or carrying out a service. If we become aware that we have collected such data without an appropriate lawful basis, we will take steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our operational practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this Policy periodically to stay informed about how we handle personal data.

11. How We Handle Special Situations

In some cases, we may need to process limited information related to property access, parking arrangements, lift availability, item fragility, or health and safety requirements. This information is used solely to complete the move safely and efficiently. Where such details involve sensitive circumstances, we process only what is necessary and keep the information for the shortest practical period.

Our commitment is to keep personal data relevant, accurate, and secure, and to use it only for lawful business purposes. We aim to treat every customer fairly and to respect privacy throughout the service lifecycle.

In summary, this Privacy Policy explains how Man With Van Soho collects and uses customer data, the lawful bases we rely on, how long we keep information, the processors we may use, and the rights available to you under GDPR. This policy applies to all Man With Van Soho customers in the area.