Privacy Policy - Man With A Van Peckham

Man With A Van Peckham is committed to protecting the privacy and personal data of all customers in the Peckham area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, transport, delivery, and related services. It applies to all Man With A Van Peckham customers in area, including individual customers, business customers, and anyone who makes an enquiry, books a service, or interacts with us in connection with our services.

1. Who We Are

For the purposes of data protection law, Man With A Van Peckham acts as the data controller for the personal information we handle in connection with our services. This means we decide why and how personal data is processed. We only process personal data where we have a lawful basis to do so, and we take appropriate steps to ensure data is handled in a fair, lawful, and transparent way.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The types of data we may collect include:

Identity information such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information including moving dates, collection and delivery locations, property access details, inventory notes, and service requirements.
Payment information such as billing details and transaction records. We do not intentionally store full payment card details unless necessary for processing through secure payment systems.
Communication records including emails, messages, and notes from calls or enquiries.
Operational information such as vehicle allocation, route planning, and service completion notes.
Complaint or claim information if you raise a concern or insurance-related issue.

We may also collect limited technical information if you interact with us through digital systems used for administration, scheduling, or communications. We do not seek to collect special category data unless it is absolutely necessary and you choose to provide it, for example where access arrangements require us to understand health-related limitations. Where such data is provided, we will process it only with your explicit consent or where another legal basis applies.

3. How We Use Your Data

We use personal data to operate our services efficiently and lawfully. Typical uses include:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
carrying out removals, transport, and delivery services;
communicating service updates or changes;
processing payments and maintaining financial records;
handling complaints, disputes, and customer support matters;
meeting legal, tax, accounting, and regulatory obligations;
protecting the security of our business, staff, customers, and property;
improving service quality and operational planning.

We only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or another lawful reason under data protection law.

4. Lawful Basis for Processing

Under the UK GDPR and Data Protection Act 2018, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, confirming bookings, planning moves, and delivering agreed services.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is in our legitimate interests to do so and where those interests are not overridden by your rights and freedoms. This may include customer service management, business administration, service improvement, security, and resolving disputes. When we rely on legitimate interests, we consider the impact on your privacy and take steps to minimise any risk.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or the processing of certain sensitive information. Where consent is used, you may withdraw it at any time, although this will not affect processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, maintain our systems, or meet legal requirements. These third parties act either as processors or independent controllers depending on their role. Processors only process data on our instructions and are required to keep it secure.

Examples of processors and service providers may include:

IT and hosting providers that support storage, email, administration, or booking systems;
payment processors that handle payment transactions securely;
accounting and bookkeeping providers that help maintain financial records;
insurance providers and claims handlers where required for service-related claims;
professional advisers such as legal or tax advisers;
subcontractors or operational partners involved in delivering a booked service, where necessary and appropriate.

We only share the minimum information required for the specific purpose. We do not sell personal data. Where data is shared with a third party acting as an independent controller, that party will be responsible for its own privacy practices, and we encourage you to review their policies where relevant.

6. International Transfers

If any of our processors or service providers store or access personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms designed to protect your data to a standard consistent with UK GDPR requirements.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. Retention periods vary depending on the nature of the data and the reason for processing.

In general:

Booking and service records are retained for a reasonable period after completion of the service to manage queries, disputes, or follow-up matters.
Financial and tax records are kept for the period required by law.
Complaint or claim records may be retained for longer where necessary to defend legal claims or resolve insurance matters.
Enquiry records may be deleted sooner if no booking is made and no further business purpose exists.

When data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness procedures, and limiting access to data on a need-to-know basis. Although no system is completely secure, we work to maintain a high standard of protection.

9. Your Rights

Under data protection law, you have rights regarding your personal data. Subject to legal limits and exemptions, these rights may include:

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 how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

To exercise your rights, you may make a request using reasonable means of communication. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Complaints

If you are concerned about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly. We take privacy concerns seriously and will investigate reasonable complaints in a timely manner.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most recent version will apply to personal data collected and processed by Man With A Van Peckham. We recommend reviewing this policy periodically to stay informed about how we protect your information.

12. Summary of Our Approach

Man With A Van Peckham collects only the personal data needed to provide moving and transport services, uses it under lawful bases such as contract, legal obligation, consent, and legitimate interests, shares it only with trusted processors where necessary, retains it for appropriate periods, and respects your data protection rights. This policy applies to all customers in the Peckham area and surrounding local service area.