Privacy Policy - Man With Van Stoke Newington

This Privacy Policy explains how Man With Van Stoke Newington collects, uses, stores, shares, and protects personal data in connection with its moving, transport, packing, storage coordination, and related services. It applies to all Man With Van Stoke Newington customers in area, including individuals who request quotes, book services, receive deliveries, make enquiries, or otherwise interact with our team. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Stoke Newington acts as the data controller in relation to personal data collected from customers, prospective customers, and other individuals who use our services. This means we determine the purposes and means of processing your personal data. In some cases, we may also work with third-party service providers who process data on our behalf as data processors.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving our operations. Depending on how you interact with us, we may collect the following categories of information:

Identity data: name, title, and any relevant identification details provided for booking or service verification.
Contact data: address, email address, telephone number, and moving or collection/delivery addresses.
Service data: details about the move, inventory information, access requirements, preferred dates, and special handling instructions.
Payment data: billing information, transaction records, and payment status. We do not store more payment information than is necessary for accounting and fulfilment purposes.
Communication data: records of emails, calls, text messages, booking notes, complaints, and service-related correspondence.
Technical data: limited information such as device and browser details where collected through website or digital systems, if applicable.
Legal and compliance data: records needed to satisfy tax, insurance, regulatory, and dispute-resolution requirements.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such information is shared with us incidentally, it will be handled with extra care and only where there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data only for legitimate business and legal purposes. Common uses include:

providing quotations and confirming bookings;
planning, carrying out, and managing removals or transport services;
communicating with customers about service updates, changes, or issues;
processing invoices, receipts, and payments;
handling complaints, claims, and customer support requests;
maintaining records for accounting, tax, insurance, and legal compliance;
protecting the security of our staff, vehicles, and property;
improving service quality, operational efficiency, and customer experience;
preventing fraud, misuse, or unlawful activity.

We do not sell personal data. We also do not use personal data in a way that is incompatible with the purposes for which it was collected unless we are permitted to do so under law.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the UK GDPR. Depending on the situation, our processing may rely on one or more of the following bases:

Contract

We use your personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, scheduling a move, delivering services, and managing related customer communications.

Legal Obligation

We may process personal data to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, business administration, fraud prevention, safety management, and responding to enquiries or disputes.

Consent

Where required by law, we rely on your consent. If consent is used as a basis, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary for the purposes described in this policy. These third parties act as processors or independent controllers, depending on the service they provide. Processors are required to handle data securely, use it only on our instructions, and comply with data protection law.

Typical categories of processors and recipients may include:

Payment service providers who handle secure transaction processing;
Accounting and bookkeeping providers who support financial administration;
IT and cloud service providers who host systems, backups, and secure data storage;
Communication service providers who facilitate email, phone, or messaging services;
Insurance providers where claim handling or risk management requires disclosure;
Professional advisers such as lawyers, auditors, or consultants;
Regulators, courts, or law enforcement where disclosure is required by law.

Where a third party receives data as a processor, we ensure appropriate contractual safeguards are in place. If data is transferred outside the United Kingdom or the European Economic Area, we will take steps to ensure it is protected to an adequate standard in line with applicable law.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the nature of the service provided. In general:

booking and service records are kept for a reasonable period to support customer service, dispute resolution, and operational records;
invoice and payment records are retained for tax and accounting purposes in line with legal requirements;
correspondence and complaint records are kept for as long as needed to resolve issues and maintain business records;
data no longer required is securely deleted, anonymised, or archived where appropriate.

We regularly review retained data to ensure it is not kept longer than necessary. When retention is no longer justified, we will take reasonable steps to erase or anonymise the information securely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Such measures may include access controls, secure storage, staff confidentiality obligations, and safe disposal practices. Although no system can be guaranteed 100% secure, we work to maintain a level of security that is appropriate to the risks involved.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to exemptions or limits under the law. They include the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests;
data portability for data processed by automated means based on consent or contract;
withdraw consent where processing relies on consent;
lodge a complaint with the relevant supervisory authority if you believe your data rights have been infringed.

We will respond to valid requests within the time limits required by law. To protect your privacy, we may need to verify your identity before acting on a request.

9. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally included in service records and only to the extent necessary for service delivery or legal compliance.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how personal data is handled.

11. Summary of Key Points

Man With Van Stoke Newington collects only the data needed to provide services, manage bookings, meet legal duties, and support customer communications. We process data under lawful bases such as contract, legal obligation, legitimate interests, and consent where applicable. We retain data only as long as necessary, share it with carefully selected processors under proper safeguards, and respect your rights under data protection law. This policy applies to all Man With Van Stoke Newington customers in area.