Man With a Van Lewisham Privacy Policy

This Privacy Policy explains how Man With a Van Lewisham collects, uses, discloses and protects personal data about customers in the Lewisham area. It is intended to comply with the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all services provided by Man With a Van Lewisham and to all customers and prospective customers within the Lewisham area.

Who we are and scope of this policy

Man With a Van Lewisham provides local van and man services including, but not limited to, home moves, office moves, item collection and delivery, and related transport services in the Lewisham area. This Privacy Policy covers personal data we collect from individual customers, business customers, and people who contact us to request information or quotes.

What personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The main categories of personal data we may collect are:

Identification and contact details, for example your name, address, collection and delivery addresses, email address, and any other contact details you choose to provide.

Booking and service information, for example details of your requested service, dates and times of bookings, information on the items to be moved, access and parking details, and any special instructions you provide.

Communication data, including information contained in messages or communications you send to us by phone, text message, online forms, or other channels, as well as notes of conversations relevant to your booking.

Payment related information, such as the amount paid, the method of payment, payment confirmation, and billing address. We do not store full payment card details where payments are processed through a secure third-party payment provider.

Technical and usage data where relevant, for example date and time of enquiries, pages visited on our website if we operate one, and basic device or browser information. This may be collected using cookies or similar technologies if you use our website and have consented to such use where required by law.

How we collect personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, or use our services. This may be by phone, text message, online forms, or other communication methods.

We may also receive personal data from third parties in limited circumstances, for example from business partners who refer you to us, or from online platforms where you make a booking that is then passed to us for fulfilment. In such cases we process this data in accordance with this Privacy Policy.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract. We process personal data where it is necessary to enter into or perform a contract with you, for example to provide you with a quote, manage your booking, carry out the move or delivery, and handle associated payments and communications.

Legal obligation. We may process personal data where this is necessary for us to comply with legal obligations, such as record keeping, tax, or accounting requirements, or to respond to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling enquiries and complaints, preventing fraud, ensuring the security of our operations, and maintaining business records.

Consent. In limited cases, we may rely on your consent, for example in relation to certain types of marketing communications or optional cookies on a website. Where processing is based on consent, you have the right to withdraw your consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services, including handling enquiries, providing quotes, confirming bookings, planning routes, and carrying out moves and deliveries.

To communicate with you, for example to confirm booking details, send reminders, respond to questions, request feedback, or notify you of changes to our services or policies.

To process payments and manage invoices, including verifying payment, issuing receipts, and handling any payment disputes or refunds.

To manage our business operations, such as internal administration, performance monitoring, service improvement, and maintaining appropriate business and financial records.

To comply with legal and regulatory obligations and to establish, exercise or defend legal claims if required.

Data sharing and processors

We do not sell your personal data. We may share personal data with third parties where necessary for the purposes described in this Privacy Policy and in accordance with data protection law.

Service providers and processors. We may use carefully selected third-party providers to help us operate our business and deliver our services. These may include payment processors, providers of booking or scheduling systems, cloud storage or document management services, and providers of business software. These providers act as data processors and only process your data on our documented instructions, under contracts that require them to protect your data and keep it confidential.

Professional and business partners. Where necessary, we may share limited personal data with accountants, legal advisers, or other professional service providers to support our business, subject to strict confidentiality obligations.

Authorities and legal requirements. We may disclose personal data if required to do so by law, regulation, or legal process, or where we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

International data transfers

Our main operations are based in the United Kingdom, and we aim to store and process personal data within the UK or other jurisdictions that offer an adequate level of data protection. If we use processors or service providers located outside the UK or outside territories deemed adequate, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to provide our services, manage our relationship with you, comply with legal, accounting or reporting requirements, and resolve disputes.

In general, we retain booking and transaction records for a period that aligns with legal and tax obligations, after which the data will be securely deleted or anonymised. Communication records and enquiry details may be kept for a reasonable period to help us respond to follow up queries and maintain accurate business records. When personal data is no longer required, we will ensure it is securely deleted or irreversibly anonymised.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and procedures for handling personal data. While we strive to protect your data, no system can be guaranteed completely secure and you share information with us at your own risk.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply subject to specific conditions and legal exemptions. Your rights may include:

The right of access. You can request a copy of the personal data we hold about you and information about how we process it.

The right to rectification. You can request that we correct inaccurate or incomplete personal data.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and there is no legal requirement to retain it.

The right to restrict processing. You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or consider an objection.

The right to object. You can object to certain types of processing, particularly where we are relying on legitimate interests as our lawful basis and you believe your interests outweigh ours.

The right to data portability. In certain circumstances, you can request that we provide your personal data to you or to another organisation in a structured, commonly used and machine readable format.

The right to withdraw consent. Where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

How to exercise your rights

If you wish to exercise any of your data protection rights or have questions about how your personal data is handled, you can contact us using the contact details we make available as part of our service information. To help us respond efficiently, please clearly state which right you wish to exercise and provide sufficient information for us to identify you and locate your data.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data protection practices, or legal requirements. Updated versions will be made available to customers and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.