Privacy Policy - Man With Van Sidcup

Man With Van Sidcup is committed to protecting the privacy and personal data of all customers in the Sidcup area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving and transport services. It applies to all Man With Van Sidcup customers in the area, including individuals, families, tenants, landlords, homeowners, and business clients who request or receive our services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as the data controller for the personal information collected in connection with our services. This means we determine why and how your personal data is processed. We take our responsibilities seriously and aim to handle all information fairly, lawfully, and transparently.

2. Information We Collect

We collect only the information needed to provide a reliable moving service, manage bookings, and meet legal and business obligations. The categories of information we may collect include:

Identity details such as your name and title.
Contact details such as telephone number, email address, and billing or service address.
Booking and service details including requested dates, property access information, inventory notes, and special moving instructions.
Payment information needed to process payments, refunds, or deposits. We do not store card details longer than necessary and may use secure payment providers.
Communication records including emails, messages, call notes, and service-related correspondence.
Technical information where applicable, such as limited device or browsing data collected through standard website tools or service platforms.
Proof and compliance information where required for contracts, identity verification, insurance claims, or legal obligations.

We do not intentionally collect special category data unless it is necessary and lawful to do so, for example where you choose to share information relevant to accessibility needs or service adjustments. Where special category data is processed, we apply additional safeguards.

3. How We Use Your Personal Data

We use your information for the following purposes:

To provide moving, van, loading, unloading, and related logistics services.
To confirm quotations, bookings, and service availability.
To communicate with you about your booking, changes, delays, or service updates.
To process payments, issue invoices, and manage refunds where applicable.
To maintain records of services delivered and respond to enquiries or complaints.
To comply with legal, tax, insurance, and regulatory obligations.
To prevent fraud, protect our business, and improve service quality and safety.

We only use your data in ways that are relevant, proportionate, and necessary for the service you request. We do not sell your personal data.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

We process your information when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes arranging a move, confirming details, and carrying out the agreed service.

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, improving operations, preventing misuse, and managing business administration. We always balance these interests carefully.

Legal Obligation

We may need to retain or disclose information to comply with laws relating to taxation, accounting, insurance, safety, or law enforcement requests.

Consent

In limited situations, we may rely on your consent, for example where you agree to receive optional marketing communications or where specific personal information is supplied voluntarily and processed for a clearly stated purpose. You can withdraw consent at any time where consent is the lawful basis.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors, who help us operate our services. These parties only process data on our instructions and are required to protect it appropriately. Typical processors may include:

Payment service providers that handle secure card or electronic payments.
Accounting and bookkeeping providers that support invoicing, tax, and financial reporting.
IT and cloud service providers that store or support secure business systems.
Communication service providers used for messaging, email, or call handling.
Insurance, legal, and professional advisers where needed for claims, disputes, or compliance.

We may also disclose data where required by law, court order, or lawful request from public authorities. If we transfer data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal and business requirements. Retention periods vary depending on the type of information and the reason for holding it. In general:

Booking and service records may be retained for up to 6 years for contract, accounting, and dispute purposes.
Financial and tax records may be retained for the period required by law.
Correspondence and customer support records may be retained for a reasonable period to manage service history and complaints.
Data held on the basis of consent will be retained until consent is withdrawn or it is no longer needed.

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

7. Security of Your Information

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing with processors. While no system can be guaranteed fully secure, we work to maintain a high standard of protection.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information processed by consent or contract, where technically feasible.
Withdraw consent where processing relies on consent.

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. We encourage you to raise any concerns directly so we can address them promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement made by a parent, guardian, or responsible adult. If we become aware that data has been collected improperly, we will take appropriate steps to delete or protect it.

10. 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 handling practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how your data is protected.

11. Our Commitment to Privacy

Man With Van Sidcup respects your privacy and is committed to using personal information responsibly. We aim to collect only what is necessary, use it only for legitimate purposes, retain it only for as long as needed, and protect it with appropriate safeguards. This policy is designed to ensure transparency and to support your rights under data protection law.

In summary, when you use our services in Sidcup and the surrounding area, your personal data will be handled lawfully, fairly, and securely. We process information to deliver your move, maintain business records, and meet our legal duties, while respecting your rights and keeping your information protected.