Privacy Policy - Man With A Van Soho

This Privacy Policy explains how Man With A Van Soho collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Soho customers in the area, including individuals, households, and businesses who request, book, or receive our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that personal data may be processed as described in this policy. We only collect information that is necessary to provide our services effectively, manage bookings, communicate with customers, meet legal duties, and improve our operations.

1. Information We Collect

We may collect and process several categories of personal data depending on the service requested. The information collected is limited to what is relevant and necessary for the purpose of arranging and completing a move or related transport service.

Information you provide directly

Identity details such as your name or business name
Contact details such as telephone number and email address
Service details including pickup and delivery locations, access instructions, move dates, and item descriptions
Payment-related details where required for invoicing, billing, or refunds
Communication records including enquiries, complaints, and feedback
Special handling notes relevant to the safe completion of the service, such as fragile items or restricted access

Information collected automatically

We may also collect limited technical data when you interact with us by phone, email, or online enquiry forms. This may include:

IP address and device-related information
Time and date of communication
Usage data relating to how our services are requested or managed

Where lawful and appropriate, we may receive information from third parties such as payment providers, business partners, or referral sources when this is needed to fulfil a booking or resolve an issue.

2. How We Use Your Data

We use personal data only for specific and legitimate purposes connected to our services. These include:

Providing quotes and managing bookings
Planning, delivering, and confirming removal or transport services
Communicating with customers about schedules, access, and service changes
Processing payments and issuing invoices or receipts
Responding to enquiries, complaints, and after-service requests
Maintaining internal records and improving service quality
Meeting legal, tax, accounting, and insurance obligations
Preventing fraud, misuse, or security incidents

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so and, where necessary, have informed you.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, completing moves, and managing related customer communications.

Legal obligation

Some information must be processed to comply with tax, accounting, insurance, or other legal requirements. This may include keeping transaction records or responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, internal record-keeping, preventing misuse, and improving customer experience.

Consent

In limited situations, we may rely on your consent. Where consent is used, you can withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Vital interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency where safety is involved.

4. Data Sharing and Processors

We may share personal data only where necessary and with appropriate safeguards in place. We use trusted third parties, known as processors, to help us provide our services. These processors act on our instructions and are contractually required to protect your data.

Processors may include:

Payment service providers for processing payments and refunds
Accounting and bookkeeping providers for financial administration
IT and cloud storage providers for secure data hosting and communication tools
Customer management or scheduling systems used to organise bookings
Insurance providers or claims handlers where necessary for incident management
Professional advisers such as accountants or legal advisers where needed for compliance

We may also disclose data to public authorities, regulators, courts, or law enforcement where we are required to do so by law or where disclosure is necessary to protect rights, property, or safety.

We do not sell your personal data.

5. 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 obligations. Retention periods depend on the type of information and the reason it was collected.

Booking and service records are retained for a period necessary to manage the customer relationship and handle any follow-up issues
Financial and tax records are kept for the period required by law
Communication records may be retained for as long as needed to resolve queries, maintain service records, or defend legal claims
Security and technical logs are kept only for a limited period unless needed for investigation or compliance

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Data Security

We take the security of personal data seriously and apply measures designed to reduce the risk of loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable technical safeguards.

While no system can guarantee absolute security, we work to ensure that personal data is handled with appropriate care and in accordance with good data protection practice.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, but we will always respond fairly and transparently.

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 the way we process your data in specific situations
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable
Right to data portability – to request transfer of certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address your concern promptly.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a customer booking and is provided by an adult with authority to do so. If we become aware that data has been collected improperly, we will take appropriate steps to delete it.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect the information in accordance with applicable data protection laws. This may include recognised transfer mechanisms and contractual protections.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. 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 their personal data is handled.

11. Summary of Our Commitment

Man With A Van Soho is committed to processing personal data responsibly, securely, and in compliance with applicable data protection law. We collect only the data needed to deliver our services, rely on clear lawful bases, retain information for appropriate periods, use trusted processors with suitable safeguards, and respect your data protection rights.

Privacy matters to us, and we aim to keep our practices transparent, proportionate, and customer-focused at all times.