Privacy Policy - Man With A Van Sidcup

This Privacy Policy explains how Man With A Van Sidcup collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Sidcup customers in area, including individuals, households, and businesses that request or receive removal, delivery, collection, packing, loading, or related moving services. We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who:

requests a quote or booking
uses our moving or transport services
contacts us by phone, email, online enquiry, or other communication methods
is named on a booking, delivery, or service instruction
is a recipient, sender, or other person connected to the service

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is relevant and necessary for the services we provide.

2. Personal Data We Collect

We may collect and process the following types of personal data:

Information you provide directly

name
address and service location details
email address
telephone number
booking details and service requirements
payment or invoicing information
communications and feedback
instructions relating to access, timing, or special handling

Information collected during service delivery

service history
job notes and quotes
delivery and collection records
records of payments made or due
complaints, claims, or dispute details

Information collected automatically

Where applicable, we may collect limited technical information such as the time and date of a request, device or browser data, and general usage information if you interact with digital systems used to manage bookings. We do not seek to collect unnecessary or excessive data.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and confirm bookings
to plan and complete moving or transport services
to communicate about scheduling, access, and service changes
to process payments and issue invoices or receipts
to manage customer service, complaints, and claims
to maintain business and financial records
to comply with legal and regulatory obligations
to prevent fraud, misuse, or unlawful activity
to improve service quality and internal operations

We do not use personal data for purposes that are incompatible with the reason it was collected.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, the lawful basis may be one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, managing bookings, carrying out removals, handling delivery instructions, and completing payment-related steps.

Legal Obligation

We may process and retain certain records where required by law, including accounting, tax, insurance, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include record keeping, service management, security, internal administration, and improving operations.

Consent

In limited situations, we may rely on your consent, for example where specific optional communications or non-essential uses require permission. If we rely on consent, you may withdraw it at any time.

Vital Interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency or where immediate action is necessary for safety.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These third parties act as processors or independent controllers depending on the relationship and purpose.

Examples of processors may include:

payment service providers
accounting and bookkeeping services
IT, cloud storage, and software providers
communication and email service platforms
administrative support services
insurance providers and claims handlers

We require processors to handle personal data securely, use it only for authorised purposes, and apply appropriate technical and organisational safeguards. Where personal data is shared with independent professional advisers, regulators, law enforcement, or other authorities, this will only occur when required or permitted by law.

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the nature of the data and the purpose of processing.

Typical retention approach

booking and service records: retained for a period needed to manage the customer relationship and resolve issues
financial and tax records: retained for the period required by law
complaints, claims, and dispute records: retained for as long as needed to manage the matter and any related legal obligations
consent-based records: kept until consent is withdrawn or the information is no longer needed

When data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it safely.

7. Data Security

We use appropriate security measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff confidentiality obligations, and safeguards applied by our processors. Although no system can be guaranteed completely secure, we take reasonable steps to protect the information we hold.

8. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place in line with applicable data protection law. Such safeguards may include adequacy regulations or approved contractual protections.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion in certain circumstances
Right to restriction – to limit how we use your data in certain situations
Right to data portability – to receive certain data in a structured, commonly used format
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent

These rights are not absolute and may be subject to legal exceptions. If you exercise your rights, we may need to verify your identity before responding.

10. Children’s Data

Our services are intended for adults and businesses arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidentally included in booking or service information provided by an adult customer, and only where necessary for the service.

11. Complaints

If you have concerns about how we handle personal data, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. Please review this policy periodically to stay informed about how your data is handled.

13. Summary of Key Commitments

We collect only data needed to provide and manage services.
We use lawful bases such as contract, legal obligation, legitimate interests, consent, and vital interests where relevant.
We share data only with trusted processors or where required by law.
We keep data only as long as necessary.
We respect your rights and aim to process personal data transparently and securely.

This Privacy Policy is designed to ensure that Man With A Van Sidcup handles personal data lawfully, fairly, and transparently for all customers in area.