Privacy Policy

Man With a Van Soho Privacy Policy

This Privacy Policy explains how Man With a Van Soho collects, uses, stores and protects your personal data when you use our services. It applies to all customers and prospective customers of Man With a Van Soho located in our service area, including individuals, households and businesses.

We are committed to handling your personal data in compliance with the UK General Data Protection Regulation and other applicable data protection laws. Please read this Privacy Policy carefully so that you understand what information we collect, why we collect it, how we use it, and the rights you have in relation to your personal data.

Who We Are

Man With a Van Soho is a removals and transport service provider operating in Soho and the surrounding area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The types of personal data may include:

Identification and contact details: your name, address, pick-up and delivery addresses, contact preferences, and similar information you provide to us.

Communication data: information contained in enquiries or communications you send to us, including details you provide when requesting a quote, booking a job, or asking a question.

Service and booking information: details of the services you request, dates and times of bookings, access information for properties, instructions relating to your move, and records of work carried out.

Billing and payment information: records of payments made, payment method used, invoice details and related transaction information. We do not store full payment card details; where electronic payments are taken, these are processed securely by third-party payment processors.

Technical data: limited technical information collected when you visit our website or interact with our online services, such as IP address and device information, to help us maintain security and improve the user experience.

Voluntary information: any additional information you choose to provide, such as feedback, reviews, or details about particular requirements for your move.

How We Collect Your Data

We collect your personal data in several ways, including:

Directly from you when you contact us by phone, through an online form, or in person to request information, a quote or a booking.

During the provision of services, when our staff attend your premises or carry out your move and record service-related details.

From third parties who are authorised to provide your details to us, for example when a partner or referrer books our services on your behalf.

Automatically when you visit our website, where limited technical information is captured to support security and site performance.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so. Depending on the circumstances, we rely on the following lawful bases under the GDPR:

Performance of a contract: where processing is necessary to provide our services, respond to your enquiries, issue quotes, manage bookings, and fulfil our contractual obligations.

Legitimate interests: where processing is necessary for our legitimate business interests, such as managing and improving our services, handling customer queries, preventing fraud, ensuring the security of our systems and vehicles, and maintaining accurate records, provided that your rights and freedoms do not override these interests.

Legal obligation: where we are required to process personal data to comply with legal and regulatory requirements, such as tax, accounting and record-keeping obligations.

Consent: where we ask for your consent for a specific purpose, such as certain types of optional marketing. When we rely on consent, you have the right to withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data to:

Provide you with information about our services, including quotes and responses to your enquiries.

Arrange, manage and carry out bookings, including planning routes, scheduling staff and vehicles, and accessing properties safely.

Manage our relationship with you, including customer service, responding to feedback or complaints, and keeping you informed about important changes to our services or terms.

Process payments, issue invoices, and maintain accurate financial and service records.

Improve our services, operations and customer experience, including by analysing how our services are used and identifying areas for improvement.

Protect our business and customers, including through fraud prevention, security measures and the enforcement of our contractual rights.

Data Retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, or for as long as we are required to keep it by law.

In general, we retain customer records and related service information for a period aligned with our legal and tax obligations, after which the data will be securely deleted or anonymised. Communication records and enquiry details may be kept for a shorter period where appropriate. When deciding how long to retain data, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether those purposes can be achieved through other means.

Data Processors and Third Parties

We may share your personal data with third parties who act as data processors on our behalf. These processors only use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. Categories of processors and third parties may include:

Payment service providers who process payments securely on our behalf.

IT and system support providers who help us operate and maintain our website, booking tools and communication systems.

Professional advisers, such as accountants or legal advisers, where necessary for legitimate business and compliance purposes.

Service partners or subcontractors in limited cases where this is required to deliver the service you have requested, and where appropriate safeguards are in place.

We may also disclose personal data where required to do so by law, regulation, court order or government authority, or where disclosure is necessary to protect our rights, property or safety, or that of our customers or others.

Transfers Outside the UK or EEA

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is accessible from such locations, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using data transfer mechanisms recognised by data protection law, such as standard contractual clauses or other appropriate safeguards.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, staff training, and the use of trusted service providers for hosting and payment processing. While we work hard to protect your personal data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but broadly include:

Right of access: you can request confirmation of whether we hold personal data about you and request a copy of that data.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you can request that we delete your personal data.

Right to restriction of processing: you can ask us to limit the way we use your personal data in certain situations.

Right to data portability: where our processing is based on consent or contract and carried out by automated means, you can request that we provide your data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests, including profiling. You also have the right to object at any time to the use of your data for direct marketing.

Right to withdraw consent: where we rely on your consent to process personal data, you can withdraw that consent 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 the details available on our website or through our usual communication channels. We may need to verify your identity before responding to your request, and we will respond within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any changes will be effective when we publish the updated Privacy Policy. We encourage you to review this page periodically to stay informed about how we protect your information.

This Privacy Policy applies to all Man With a Van Soho customers and prospective customers in our service area and governs the use of personal data collected in connection with our services.