Privacy Policy - Man With A Van Peckham

This Privacy Policy explains how Man With A Van Peckham collects, uses, stores, and protects personal data when providing moving, delivery, and related services. It applies to all Man With A Van Peckham customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By engaging our services, requesting a quote, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this policy.

1. Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, complying with legal obligations, and improving our operations. The type of information we may collect includes:

Identity data such as your name, title, and any business or household name you provide.
Contact data such as your address, email address, and telephone number.
Service details including pickup and delivery addresses, access information, moving dates, item descriptions, and service requirements.
Payment and billing data such as payment status, invoice details, and transaction references. We do not intentionally store full card details unless required for processing by a secure payment provider.
Communication records including emails, messages, call notes, complaints, and any instructions or preferences you share.
Technical data such as IP address, browser type, and device information if you interact with our digital systems.
Proof and verification data where needed for fraud prevention, identity checks, or dispute resolution.

We do not seek to collect special category data, such as health information or religious beliefs, unless you choose to provide it and it is strictly necessary for service delivery or accessibility arrangements. If such data is provided, we will process it only where there is a lawful basis and appropriate safeguards.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and handle enquiries.
To plan, schedule, and deliver moving and transport services.
To communicate with you about bookings, timings, access, or service changes.
To issue invoices, process payments, and manage accounts.
To handle complaints, claims, and disputes.
To comply with legal and regulatory obligations.
To maintain records, prevent fraud, and protect our business and customers.
To improve our services, customer support, and operational efficiency.

We only use your data in ways that are compatible with the reason it was collected. If we ever need to use personal data for a new purpose, we will make sure that purpose is lawful and, where required, we will notify you.

3. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis to process personal data. Depending on the specific activity, we rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, delivering services, and handling payments.

Legal obligation

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

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service improvement, internal administration, fraud prevention, and protecting our property, staff, and customers.

Consent

In limited situations, we may rely on your consent, for example where we wish to send optional marketing communications or process special category data without another lawful basis. You may withdraw consent at any time.

Vital interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency.

We do not sell personal data.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the context in which it was provided.

Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterwards to deal with queries or claims.
Financial and tax records are retained for the period required by law.
Communication records may be retained for longer where needed to resolve disputes, improve service quality, or maintain evidence of agreements.
Data processed on the basis of consent will be kept until you withdraw consent, unless another lawful basis applies.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or legal compliance. These third parties act as processors when they handle data on our behalf and under our instructions.

Typical processors and recipients may include:

Payment processors that securely handle card or online payment transactions.
IT and cloud service providers that host data, email systems, scheduling tools, or customer records.
Accounting and bookkeeping providers that support invoicing, tax, and financial administration.
Customer communication tools used for booking confirmations, updates, or service-related messages.
Insurance providers, legal advisers, and claims handlers where necessary to manage risk, disputes, or liabilities.
Regulators, law enforcement, or public authorities where disclosure is required by law or to protect rights and safety.

We require processors to act only on our instructions, keep data secure, and comply with data protection law. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff training, password protection, and data minimisation.

Although we take data security seriously, no system is completely risk-free. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable law and notify the relevant authority and affected individuals where required.

7. Your Rights

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

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restrict processing – to ask us to limit how we use your data in certain situations.
The right to data portability – to receive certain data in a structured, commonly used format where applicable.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your data has not been handled in accordance with the law.

Please note: some rights may be limited where we need to retain data for legal reasons, to establish or defend legal claims, or to complete a contract.

8. Children’s Data

Our services are generally aimed at adults. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move or similar service. If we become aware that we have collected a child’s personal data without a valid reason, we will take appropriate steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Summary of Our Commitment

Man With A Van Peckham is committed to treating personal information with care, transparency, and respect. We only collect what we need, process it for lawful reasons, keep it only as long as necessary, and use trusted processors with appropriate safeguards. This policy applies to all Man With A Van Peckham customers in area, and it reflects our commitment to responsible data handling throughout the services we provide.

Your privacy matters to us, and we aim to ensure that every customer’s data is managed fairly and lawfully.