Privacy Policy - Londonmanvan

Effective Date: This Privacy Policy applies to all Londonmanvan customers in our service area and explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Londonmanvan is committed to respecting your privacy and handling personal data in a fair, lawful, and transparent manner. This Privacy Policy describes what information we collect when you use our removal, delivery, packing, transport, or related services, why we collect it, how long we keep it, and the rights you have over your data.

By engaging our services, requesting a quote, communicating with us, or otherwise interacting with Londonmanvan, you acknowledge that your personal data may be processed as described in this Policy.

2. What Personal Data We Collect

We collect only the information that is necessary for providing and managing our services, meeting our legal obligations, and improving our operations. The types of data we may collect include:

• Identity data: name, title, and business or household name where applicable.
• Contact data: address, email address, telephone number, and delivery or collection addresses.
• Service data: booking details, moving requirements, item lists, access information, timing preferences, and service notes.
• Transaction data: payment status, invoice information, and records of services provided.
• Communication data: correspondence, complaints, feedback, and any information you choose to provide when contacting us.
• Technical and usage data: limited device or browser information where relevant for security, fraud prevention, or service improvement.
• Special category data: we do not intentionally collect sensitive personal data unless you voluntarily provide it and it is necessary for a specific service request or legal obligation.

We do not seek to collect more data than is needed for the relevant purpose. If you provide information about third parties, such as household members or building contacts, you should ensure you have permission to share that information with us.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide quotes, schedule services, and complete bookings;
• to manage removals, deliveries, storage-related tasks, and other customer instructions;
• to communicate with customers about service details, changes, or issues;
• to process payments, send invoices, and maintain financial records;
• to handle complaints, claims, and customer support requests;
• to comply with legal and regulatory obligations;
• to protect against fraud, misuse, or unauthorized access;
• to improve our services, operations, and customer experience.

We may also use information in an aggregated or anonymized form for internal analysis, provided it no longer identifies you.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Londonmanvan relies on the following lawful bases:

4.1 Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, carrying out removals, and managing related service requirements.

4.2 Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining security, preventing fraud, resolving disputes, and keeping our records accurate.

4.3 Legal Obligation

We process certain information to comply with legal duties, including tax, accounting, insurance, and regulatory requirements.

4.4 Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional activity. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only where necessary and lawful. These may include:

• Payment providers: to process card or other payment transactions securely.
• Accounting and bookkeeping processors: to maintain financial records and meet legal obligations.
• IT and cloud service providers: to host, secure, and maintain our systems and records.
• Communication tools: to manage messaging, scheduling, and customer correspondence.
• Professional advisers: such as legal, insurance, or tax advisers where needed.
• Authorities or regulators: where disclosure is required by law or necessary to protect rights, safety, or property.

Where a processor acts on our behalf, we ensure there is a written agreement requiring them to process data only on our instructions, keep it secure, and comply with applicable data protection law.

We do not sell personal data. If personal data is transferred outside the UK, we will take appropriate safeguards to ensure that the information remains protected to a standard required by law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, reporting, or insurance requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

• Service and booking records are generally retained for the duration of the customer relationship and for a further period where needed for dispute resolution or record keeping.
• Financial and tax records are retained for the period required by law.
• Communication records may be retained for a reasonable period to manage queries, complaints, or future service support.

When data is no longer needed, we will securely delete, anonymize, or archive it in line with our retention practices.

7. Your Rights

Under data protection law, you have rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis used for processing.

• Right of access: you can request confirmation of whether we process your data and obtain a copy of it.
• Right to rectification: you can ask us to correct inaccurate or incomplete information.
• Right to erasure: in certain situations, you can request deletion of your personal data.
• Right to restriction: you can ask us to restrict processing in specific cases.
• Right to object: you can object to processing based on legitimate interests in certain circumstances.
• Right to data portability: where applicable, you can request that we provide certain data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Please note: some rights may be limited where we have a legal obligation to keep certain information or where processing is necessary to establish, exercise, or defend legal claims.

8. Security of Personal Data

We use appropriate technical and organizational measures to protect personal data against loss, unauthorized access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and respond promptly to any suspected data incident.

9. Children’s Data

Our services are intended for adults and business or household customers arranging transport or removal services. We do not knowingly collect personal data from children unless it is unavoidably included in a service-related context and is necessary for the arrangement of services.

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 updated version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this Policy periodically so that you remain informed about how we handle your personal data.

11. Summary of Your Relationship With Us

When you use Londonmanvan, we collect only the personal data needed to deliver a professional service, manage bookings, comply with the law, and maintain accurate business records. We process that data under lawful bases including contract, legitimate interests, legal obligation, and, where required, consent. We may use processors such as payment providers, IT suppliers, and accountants, all of whom must protect your information appropriately. We retain data only for as long as necessary and provide rights to access, correct, delete, restrict, or object to certain processing activities.

By using our services, you agree that this Privacy Policy applies to all Londonmanvan customers in our area of service.