Privacy Policy - Man With Van St Johnswood

This Privacy Policy explains how Man With Van St Johnswood collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related services. It applies to all Man With Van St Johnswood customers in the area, including people who request quotations, book services, make enquiries, or otherwise interact with us in connection with our operations.

We are committed to handling personal data in a lawful, fair, and transparent manner 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 data we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Information We Collect

We may collect and process personal data that you provide to us directly, data created during the provision of our services, and limited information from third parties where necessary to carry out a service safely and effectively.

Information you provide

Identity details such as your name and title.
Contact details such as your email address, telephone number, and correspondence details.
Service details including pickup and delivery addresses, property access information, moving dates, item descriptions, and special handling requirements.
Billing and payment information such as invoicing details, payment status, and transaction records.
Communication records including enquiries, complaints, service updates, and feedback.

Information we collect during service delivery

Operational information such as booking history, job notes, team allocation, and service completion details.
Site and access information relevant to safely carrying out a move, including parking constraints, entry instructions, and loading conditions.
Incident records if damage, delays, health and safety issues, or disputes arise.

Information from third parties

In some cases, we may receive information from landlords, estate agents, business clients, referral partners, payment providers, or subcontractors where this is necessary to arrange or complete a booking. We only process such information where it is relevant to the service or required by law.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving services;
to plan routes, allocate staff, and coordinate vehicle use;
to communicate with customers about appointments, changes, or service issues;
to issue invoices, process payments, and manage accounting records;
to maintain service quality, handle complaints, and resolve disputes;
to meet legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or unsafe activity;
to improve our operations, training, and customer experience.

We only process data where we have a valid reason to do so and we do not use personal data for unrelated purposes that would be incompatible with the original reason for collection.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, Man With Van St Johnswood may rely on one or more of the following legal bases:

Contract

We process personal data when it is necessary to enter into a contract with you or perform our obligations under a service agreement. This includes booking management, moving services, invoicing, and customer communications needed to complete the work.

Legal obligation

We may process data to comply with legal requirements such as tax, accounting, insurance, road transport, safety, or record-keeping 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. Examples include maintaining service records, preventing fraud, improving operations, and managing disputes. Where required, we conduct a balancing assessment to ensure your privacy is respected.

Consent

In limited situations, we may rely on your consent, for example where we send certain types of marketing communications or use optional services that require permission. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties that help us operate our services. These third parties act either as processors on our behalf or as independent controllers where they determine their own purposes for using the data.

Examples of processors may include:

IT and hosting providers that store data securely and support our systems;
communication service providers that help us send emails, messages, or service notifications;
payment processors that handle card or electronic payments;
accounting and bookkeeping providers that assist with financial administration;
vehicle, logistics, or scheduling software providers used for route planning and job management;
subcontracted movers or labour providers where support is needed to fulfil a booking;
professional advisers such as insurers, legal advisers, or auditors when required.

We require processors to protect personal data, use it only for authorised purposes, and implement appropriate technical and organisational security measures. We do not sell your personal data.

We may also disclose data if required by law, court order, regulatory authority, or where necessary to establish, exercise, or defend legal claims.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the nature of the service.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up requests and service administration.
Booking and job records are typically retained for the duration needed to complete the service and address any related issues.
Financial and tax records are retained for the periods required by law.
Complaint, dispute, or incident records may be kept longer where needed to resolve matters or defend legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

6. Security of Your Data

We take appropriate measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, role-based permissions, and data minimisation. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

7. Your Rights

Depending on the circumstances and the legal basis for processing, you have a number of rights under data protection law. These include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to request limits on how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

8. International Transfers

Where any service provider stores or processes data outside the UK, we take steps to ensure appropriate safeguards are in place. This may include the use of approved contractual protections and assessments of the level of data protection offered.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published, and the latest policy should always be read as the current statement of how we handle personal data.

10. Summary of Our Commitment

Man With Van St Johnswood is committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to provide our moving services, use it on the basis of contract, legal obligation, consent, or legitimate interests where appropriate, and retain it only for as long as necessary. We also work with carefully selected processors and respect your data protection rights.

This policy applies to all customers in the St Johnswood area who use or enquire about Man With Van St Johnswood services.

By using our services or making an enquiry, you acknowledge that your personal data may be processed as described in this Privacy Policy.