Privacy Policy - London Man With A Van

This Privacy Policy explains how London Man With A Van collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all London Man With A Van customers in our service area, including individuals who request quotes, make bookings, receive moving or delivery services, or otherwise interact with us in relation to our business.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy is intended to help you understand what information we collect, why we collect it, and what rights you have over your personal data.

1. Data We Collect

We may collect and process different types of personal data depending on how you use our services. The information we collect may include:

Identity data: name, title, and any information needed to identify you as a customer or contact.
Contact data: address, postcode, email address, and telephone number.
Service data: details about your move, collection, delivery, property access, inventory, dates, times, and any special handling instructions.
Billing and payment data: payment status, invoices, transaction references, and limited payment-related information necessary to process charges.
Communication data: records of calls, emails, messages, and other correspondence relating to quotes, bookings, complaints, or service updates.
Technical data: basic device and usage information if you interact with us through digital systems, such as IP address or browser type, where applicable.
Operational and proof-of-service data: delivery confirmations, service notes, photographs where needed for damage reporting, and records of completed work.

We generally do not seek to collect special category data. However, you may choose to provide information that reveals sensitive details indirectly, for example in relation to access needs or personal circumstances. If such information is shared, we will only process it where permitted by law and where necessary to provide the service safely and appropriately.

2. How We Use Your Data

We use your personal data for legitimate business and legal purposes connected to our services. This may include:

Providing quotations and responding to enquiries;
Managing bookings, scheduling, and service delivery;
Communicating with you about your move or collection;
Processing payments, issuing invoices, and maintaining accounts;
Handling complaints, claims, and customer support matters;
Keeping internal business records and improving service quality;
Meeting legal, tax, accounting, and insurance obligations;
Protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use personal data for the purposes described above, or for closely related purposes that would reasonably be expected in the context of our services.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and managing payments.

Legal obligation

We may process data when needed to comply with legal duties, such as tax, accounting, fraud prevention, and record-keeping obligations.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided that these interests are not overridden by your rights and freedoms. This may include improving our services, managing customer relationships, maintaining business records, and protecting our operations.

Consent

In limited cases, we may rely on your consent, for example where it is required for a specific purpose not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

4. How We Share Personal Data

We do not sell personal data. We may share data only where necessary and appropriate for the operation of our services, compliance with law, or business administration. Data may be shared with:

Service providers and processors: companies that assist with administration, payment processing, communication systems, storage, accounting, or IT support.
Professional advisers: accountants, insurers, legal advisers, and other consultants where needed for business or compliance purposes.
Authorities and regulators: public bodies, law enforcement, or courts where required by law or to protect legal rights.
Third parties involved in the service: where necessary to fulfil a booking, such as landlords, building managers, or property contacts, but only with appropriate care and relevance.

Where we use processors, they are required to act only on our instructions, keep data secure, and comply with applicable data protection requirements.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and dispute-resolution purposes. Retention periods may vary depending on the type of data and the reason for keeping it.

Typical examples include:

Booking and service records: retained for as long as needed to manage the service and any follow-up issues.
Financial and invoicing records: kept for the period required by tax and accounting law.
Communication records: retained for a reasonable period to support customer service, evidence of instructions, and complaint handling.
Claims or dispute records: kept until the matter is resolved and for any additional period required to defend legal claims.

When personal data is no longer required, we will delete it, anonymise it, or securely destroy it.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed as completely secure, we take reasonable steps to safeguard information and limit access to those who need it for legitimate business purposes.

7. Your Rights

Under data protection law, you have important rights in relation to your personal data. Subject to legal limits, these rights may include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of personal data in certain circumstances.
Right to restriction: you can ask us to restrict how we use your data in certain cases.
Right to data portability: you can request that certain data be provided to you or another controller in a usable format.
Right to object: you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before completing your request.

8. Children’s Data

Our services are intended for adults and businesses arranging removals, transport, or related services. We do not knowingly collect personal data from children unless it is necessary and lawfully provided by an adult in connection with a service arrangement.

9. International Transfers

In some cases, service providers may process data outside the UK. Where this happens, we will take appropriate steps to ensure that any transfer is protected by suitable safeguards and that your personal data remains protected to the standard required by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or the way we operate. The most recent version will apply to our handling of personal data. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Our Commitment

We respect your privacy and aim to keep personal data accurate, secure, and used only when necessary. We will always process data in a way that is lawful, transparent, and proportionate to the services we provide. If you use London Man With A Van, your information will be handled in accordance with this policy and applicable data protection law.

By using our services, you acknowledge that you have read and understood this Privacy Policy.