London Man and Van Privacy Policy

This Privacy Policy explains how London Man and Van collects, uses, stores, and protects personal data relating to customers and prospective customers across all areas in which we operate in London. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all London Man and Van customers and prospective customers within our London service area. It covers personal data obtained through our website, telephone enquiries, written correspondence, in-person bookings, and any other method of interacting with us in the course of arranging and providing man and van and related services.

Data Controller

For the purposes of data protection law, London Man and Van is the data controller in respect of the personal data we collect and process about you. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that it is handled lawfully and securely.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:

Identification and contact details, such as your name, address, service address, and preferred contact details. Booking and service information, including details of the items to be moved, property access information, preferred dates and times, and any special instructions relevant to the performance of the service. Communication records, such as records of emails, letters, and notes of telephone calls made to discuss quotes, bookings, or issues relating to our services. Payment and transaction information, such as amounts charged, payment status, and transaction references. We do not store full card details; these are handled by our payment service providers. Website and usage information, including technical data such as IP address, device type, and basic analytics information collected through necessary and optional cookies or similar technologies, where applicable.

How We Collect Your Data

We collect personal data in several ways, including when you provide it directly, for example by requesting a quote or making a booking, by corresponding with us by phone or in writing, by completing any forms on our website, by responding to our communications, surveys, or feedback requests, and through automated means when you visit our website, such as cookies and similar technologies, where this is permitted by law.

Lawful Basis for Processing

We rely on a number of lawful bases under data protection law to process your personal data:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide a quotation, confirm a booking, and supply our man and van services. Legal obligation: We process certain data where necessary to comply with legal and regulatory requirements, such as for accounting, taxation, and record-keeping purposes. Legitimate interests: We process personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This includes managing and improving our services, handling customer queries, preventing fraud, and ensuring the security of our systems. Consent: In some cases, we may rely on your consent, for example, where we use optional cookies or send certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

Purposes for Which We Use Your Data

We use your personal data for the following purposes:

To provide quotes, manage bookings, and deliver our man and van services across London. To communicate with you about your requests, bookings, changes to services, and any issues that may arise. To manage payments, process refunds, and maintain financial and accounting records. To respond to enquiries, complaints, or disputes and to provide customer support. To improve our services, operations, and website by analysing how our services are used. To send you service-related information and, where permitted and appropriate, marketing or promotional communications about our services. To comply with legal obligations and to establish, exercise, or defend legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, including:

Service partners and subcontractors who assist in delivering our man and van services, for example additional drivers or logistics partners, where they need limited information to carry out the work. Payment service providers who process your payments securely on our behalf. IT and hosting providers who support our website, booking systems, and data storage. Professional advisers, such as accountants or legal advisers, where required for business or legal reasons.

In each case, these third parties act as data processors or independent controllers in accordance with data protection law. Where they act as processors, they are only permitted to process your personal data on our instructions and must implement appropriate security measures.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transfers to countries that have been deemed to provide an adequate level of data protection.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, including to provide our services, meet legal, accounting, or reporting requirements, and resolve disputes.

In general, booking and transaction data is kept for a period required by tax and accounting laws, after which it will be securely deleted or anonymised. Communications relating to enquiries and bookings may be stored for a limited period after the end of the service to enable us to respond to any follow-up queries or issues. Where we rely on your consent for certain processing activities, we will retain the relevant data only for as long as we have your consent, or until you withdraw it, whichever is earlier.

Data Security

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage systems, regular review of our security practices, and limiting personal data access to personnel and processors who need it for legitimate business purposes and who are subject to duties of confidentiality.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain limitations and conditions:

Right of access: You can request confirmation that we process your personal data and obtain a copy of the data we hold about you. Right to rectification: You can ask us to correct inaccurate or incomplete personal data. Right to erasure: In certain circumstances, you can request that we delete your personal data. Right to restriction: You can ask us to restrict the processing of your data in certain situations. Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, or transfer it to another controller. Right to object: You can object to the processing of your personal data where we rely on legitimate interests as our lawful basis, particularly in relation to direct marketing. Rights related to consent: Where we rely on your consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, please contact us using your usual London Man and Van contact method. We may need to verify your identity before responding to your request.

Marketing Communications

We may send you information about our services that are similar to those you have already received from us or enquired about, where permitted by law. You can opt out of receiving marketing communications at any time by following any unsubscribe instructions provided in the communication or by contacting us through your normal contact channel. Service-related communications that are necessary to fulfil your booking or legal obligations will continue even if you opt out of marketing.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection guidance. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this page periodically to stay informed about how we process your personal data.

Contact and Complaints

If you have questions about this Privacy Policy or how London Man and Van handles your personal data, you can contact us using your usual communication method with our team. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.