Privacy Policy - Man And Van Sidcup

This Privacy Policy explains how Man And Van Sidcup collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man And Van Sidcup customers in the area, including individuals and businesses who enquire about, book, or receive moving, delivery, packing, storage, or related van services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to current, former, and prospective customers, as well as any person whose information is provided to us in connection with a booking or service request. It also applies where we receive personal data from third parties acting on your behalf, such as family members, letting agents, business representatives, or building managers.

2. Information We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, and meet legal and operational requirements. Depending on your interaction with us, we may collect the following categories of personal data:

Identity details: name, title, and any relevant company or business name.
Contact details: address, email address, telephone number, and service location details.
Booking and service information: moving dates, property access details, items to be moved, service preferences, and special handling instructions.
Payment information: billing details and payment records. We do not store full card details where payment processing is handled securely by a third party.
Communication records: messages, call notes, complaints, quotes, feedback, and correspondence.
Technical and usage data: limited data collected through our systems for security, performance, and service management purposes.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific service requirement. If such information is received, we will only process it where permitted by law and where appropriate safeguards are in place.

3. How We Use Your Data

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

providing quotes and managing bookings;
planning, performing, and improving moving and transport services;
communicating about service arrangements, changes, delays, or issues;
processing payments and maintaining business records;
handling enquiries, complaints, and claims;
meeting legal, tax, insurance, and accounting obligations;
protecting our staff, customers, property, and systems;
maintaining internal administration, reporting, and quality control.

We only use personal data for the purposes for which it was collected unless we reasonably believe another compatible purpose applies or we have a lawful basis to do otherwise.

4. Lawful Basis for Processing

We process personal data under one or more of the lawful bases permitted by UK GDPR. These may include:

Contract: where processing is necessary to provide a quote, make arrangements, or perform a service you have requested.
Legal obligation: where we must keep records or share information to comply with tax, accounting, insurance, or regulatory requirements.
Legitimate interests: where processing is needed to run our business effectively, prevent fraud, manage customer relationships, improve services, and protect our operations, provided your rights do not override those interests.
Consent: where you have given clear permission for a specific activity, such as certain types of direct communication if required.

Where we rely on legitimate interests, we assess the impact on your privacy and ensure the processing is proportionate. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason it was collected.

In general:

booking and service records are kept for a reasonable period after completion of the service;
financial records are kept for the period required by law and for accounting purposes;
complaints, claims, or dispute-related records may be retained until the matter is resolved and any limitation periods have expired;
unenquired or unsuccessful quote data may be deleted sooner where there is no ongoing business need.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it in accordance with our retention procedures.

6. Sharing and Processors

We may share personal data with trusted third parties where necessary for business operations, legal compliance, or service delivery. These recipients may act as processors or independent controllers depending on the circumstances.

Examples of processors may include:

payment service providers;
IT, software, and cloud storage providers;
accounting and bookkeeping services;
customer communication or scheduling tools;
insurance, claims, or professional support services acting on our behalf.

Where a processor handles data for us, they are required to process it only on our instructions, keep it secure, and comply with data protection law. We do not sell personal data.

We may also disclose personal data where required by law, court order, law enforcement request, or to protect our rights, safety, or property. If business structures change, such as a sale or transfer of assets, personal data may be transferred as part of that transaction, subject to appropriate protections.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and appropriate data handling procedures. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to incidents.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required under data protection law.

9. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these 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 data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled properly. We encourage you to contact us first so we can try to resolve any concerns quickly and fairly.

10. Marketing Preferences

We only send marketing communications where permitted by law. If you receive such communications and no longer wish to do so, you may object or unsubscribe where applicable. We will respect your preferences and update our records accordingly.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a family move or similar service and provided by an adult responsible for the arrangement. Where such information is processed, it is handled with appropriate care and only for legitimate service purposes.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, 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 we protect personal data.

Summary of Our Commitment

Man And Van Sidcup is committed to processing personal data responsibly, transparently, and securely. We collect only what is needed, use it for clear and lawful purposes, retain it only as long as necessary, and respect the rights of every customer in the area.