Privacy Policy - London Man And Van

This Privacy Policy explains how London Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removal, delivery, and related services. It applies to all London Man And Van customers in area, including individuals, households, landlords, tenants, and business clients who use our services within our operating area.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Information We Collect

We only collect personal data that is necessary for arranging, managing, and completing our services, or where we are legally required to do so. The information we may collect includes:

Identity details such as your name, title, and, where relevant, company name.
Contact details such as telephone number and email address.
Service details such as collection and delivery addresses, access notes, preferred dates, inventory details, and special handling instructions.
Booking and payment information such as transaction records, invoices, payment confirmations, and billing details.
Communication records such as enquiries, complaints, service updates, and correspondence.
Operational data such as moving requirements, parking or access arrangements, and any information needed to complete the service safely and efficiently.
Technical data if you use our digital services, such as device or browser details and basic usage information, where applicable.

We do not intentionally collect special category personal data unless it is necessary and you choose to provide it to us. If such data is supplied by you, we will only process it where a valid lawful basis applies and where additional safeguards are in place.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes and respond to booking enquiries.
To arrange and carry out moving and van services.
To communicate with you about schedules, access issues, service changes, and completion details.
To issue invoices, process payments, and maintain financial records.
To manage customer service, complaints, and dispute resolution.
To comply with legal, tax, insurance, and regulatory obligations.
To improve our services, operations, planning, and customer experience.
To protect our business against fraud, misuse, or security incidents.

We will only use your data for purposes that are compatible with the reasons it was collected or where we are otherwise permitted by law to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every processing activity. Depending on the situation, London Man And Van may 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 taking bookings, providing quotes, carrying out the move, and handling payment and service administration.

Legal Obligation

We may process data to comply with legal requirements, including accounting, tax, record-keeping, insurance, and fraud prevention obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these do not override your rights and freedoms. Examples include managing enquiries, improving our services, ensuring network and operational security, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where you actively agree to receive certain communications that are not required for the performance of a contract. Where consent is used, you can withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal and operational requirements. Retention periods may vary depending on the type of data and the context in which it was collected.

Booking and service records are generally retained for a reasonable period after service completion to allow for follow-up, queries, and dispute handling.
Financial records are kept for the period required by tax and accounting laws.
Customer communications may be retained for as long as needed to manage ongoing service matters or complaints.
Operational and security records are kept only as long as necessary for business protection and incident handling.

When data is no longer required, we will securely delete, destroy, or anonymise it so that it can no longer be associated with you.

5. Processors and Data Sharing

We may share personal data with trusted third parties that process information on our behalf, known as processors. These parties only act under our instructions and are required to keep your data secure and use it only for authorised purposes.

Processors and service providers may include:

Payment service providers that handle card or electronic payments.
Accounting and bookkeeping providers that support financial administration and compliance.
IT and hosting providers that help operate secure systems, email, storage, and business tools.
Communication tools used to send service updates or manage customer enquiries.
Insurance, legal, or dispute support providers where required for claims or compliance.

We may also disclose personal data where required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, customers, staff, or the public. We do not sell personal data.

6. International Transfers

Where any processor stores or accesses data outside the UK, we will take appropriate safeguards to ensure your personal data remains protected. These safeguards may include approved contractual protections and transfer assessments, where required by law.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limiting access to information on a need-to-know basis. However, no system can be guaranteed to be completely secure, and you should also take care when sharing sensitive information.

8. Your Rights Under UK GDPR

You have a number of rights in relation to your personal data. Subject to legal limits and verification of identity, these may include:

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 information.
Right to erasure ??? to request deletion of your data in certain circumstances.
Right to restriction ??? to ask us to limit processing in certain situations.
Right to object ??? to object to processing based on legitimate interests or direct marketing.
Right to data portability ??? to request transfer of certain data to you or another controller, where applicable.
Right to withdraw consent ??? where processing is based 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 respond within the time limits required by law, unless an extension is permitted due to complexity or multiple requests.

9. Marketing Communications

We may send service-related communications where necessary for bookings, quotations, or ongoing service administration. If we send optional marketing communications, we will do so only where permitted by law and, where required, with your consent. You can opt out of marketing at any time. This will not affect essential service messages or records needed for legal compliance.

10. Children???s Data

Our services are aimed at adults and businesses, and we do not knowingly collect personal data from children except where it is incidental to a household move or where provided by an adult customer for service-related reasons. If we become aware that we have collected child-related data without a valid reason, we will take appropriate steps to delete or anonymise it.

11. Changes to This Privacy Policy

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

12. Summary of Key Principles

In summary, London Man And Van collects only the personal data needed to deliver its services, uses it for clear and lawful purposes, retains it only as long as necessary, and shares it only with trusted processors or where required by law. We respect your privacy rights and are committed to processing data fairly, transparently, and securely for all customers in our area.