Privacy Policy - Streatham Man And Van

This Privacy Policy explains how Streatham Man And Van collects, uses, stores, and protects personal data when providing moving, delivery, and related services. It applies to all Streatham Man And Van customers in the area, including individuals and businesses who request quotations, book services, or otherwise interact with us in connection with removals and transport services.

1. Who We Are

Streatham Man And Van is a service provider operating in and around Streatham. For the purposes of UK data protection law, we are the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal information is processed.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information: name, title, and business name where applicable.
Contact information: address, email address, telephone number, and moving locations.
Service details: moving dates, inventory lists, property access details, delivery requirements, and service preferences.
Billing information: payment status, invoicing details, and transaction records.
Communication records: emails, messages, notes from calls, complaints, and feedback.
Technical data: limited website or device information if you contact us online, such as IP address or browser type, where applicable.
Special category data: we do not usually seek to collect this. If you voluntarily share information about health, accessibility, or other sensitive needs, we will only use it where necessary to provide the service safely and lawfully.

We aim to collect only the information needed to provide our services effectively and professionally. We do not intentionally collect unnecessary personal data.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or other channels;
complete forms or provide details for a move;
make a payment or receive an invoice;
submit a complaint, review, or enquiry.

We may also receive data from third parties where necessary, such as from a person arranging services on your behalf, property managers, letting agents, or business clients who pass on relevant move details. In such cases, we expect the third party to have a lawful basis for sharing that information with us.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR and Data Protection Act 2018. Depending on the circumstances, our lawful bases may include:

Contract: processing is necessary to provide a quote, arrange a move, deliver services, manage bookings, and complete payment-related tasks.
Legal obligation: processing is necessary to comply with tax, accounting, and other legal requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as responding to enquiries, improving service quality, protecting against fraud, maintaining records, and managing customer relationships, provided these interests do not override your rights and freedoms.
Consent: where required, such as for certain marketing communications or the use of particularly sensitive information you provide voluntarily.

If we rely on consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. How We Use Your Information

We may use your personal data for the following purposes:

to provide removal and van services;
to prepare quotations and confirm bookings;
to communicate about schedules, access, and service changes;
to issue invoices, process payments, and manage accounts;
to address complaints, disputes, and service enquiries;
to keep records for legal, tax, and business administration purposes;
to improve our services, operations, and customer experience;
to protect our business, staff, and customers, including fraud prevention and safety management.

We will only use your personal data for the purposes described above or for compatible purposes that you would reasonably expect. We will never sell your personal data.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors, who act on our instructions and help us deliver our services. These may include:

payment providers;
accounting and bookkeeping services;
IT support, cloud storage, and data security providers;
communication service providers;
professional advisers such as accountants or legal advisers;
subcontractors or drivers engaged to assist with a specific move, where necessary.

We require processors to handle personal data securely, lawfully, and only according to our instructions. We do not permit them to use your personal information for their own purposes.

We may also disclose data where required by law, court order, regulatory authority, or to protect our legal rights, property, staff, or customers.

7. International Transfers

In most cases, your personal data will be stored and processed within the UK or the European Economic Area. If any data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, so that your information remains protected to the standard required by law.

8. 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 may vary depending on the type of information and the reason it was collected.

Booking and service records: retained for the period needed to manage the customer relationship and address follow-up issues.
Financial records: retained for the period required by tax and accounting law.
Communication records: retained for a reasonable period to respond to queries, complaints, or disputes.
Marketing consent records: retained until you withdraw consent or we no longer need the record.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention decisions are reviewed periodically to ensure data is not kept longer than necessary.

9. Security of Your Data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and supplier safeguards.

While no system can be guaranteed completely secure, we work hard to maintain a high standard of protection and to respond quickly to any suspected data incident.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we use your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you have provided to us, where applicable;
Withdraw consent where processing is based on consent;
Lodge a complaint with the Information Commissioner’s Office if you are concerned about how your data has been handled.

Please note that some rights are subject to legal exceptions and may not apply in every situation. We will always assess requests carefully and respond in line with applicable law.

11. Marketing

We may send limited marketing communications if we are allowed to do so under applicable law or if you have given consent. You can opt out of marketing at any time. If you do, we will stop sending you promotional messages, although we may still contact you for service, legal, or administrative reasons.

12. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have collected such data without proper authorisation, we will take appropriate steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

Summary of Key Points

This policy explains how Streatham Man And Van collects and uses personal data, the lawful bases we rely on, how long we keep information, the processors we use, and the rights available to customers. It applies to all customers in the Streatham area and is designed to meet GDPR requirements while supporting safe, reliable service delivery.