London Man Van Privacy Policy
This Privacy Policy explains how London Man Van collects, uses, stores, and protects personal data when providing services to customers in the London area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all London Man Van customers in our service area, including individuals and businesses who request quotes, make bookings, or otherwise interact with us in relation to removals, transportation, packing, storage, or related services. It covers personal data collected online, by phone, and in person.
Who is the data controller
London Man Van is the data controller responsible for determining how and why your personal data is processed in connection with our services. References in this Privacy Policy to we, us, or our mean London Man Van as the data controller.
What personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. This may include:
Identification and contact details such as name, title, billing address, collection and delivery addresses, and other contact details you provide to us in the course of making an enquiry or booking.
Booking and service details such as dates and times of moves or deliveries, type and volume of items to be moved, access information for properties, parking details, and any special instructions you provide.
Payment and transaction information such as information related to payments and invoices, the amount paid, method of payment, refunds, and transaction history. We do not store full payment card details; these are processed by our chosen payment providers.
Communications and correspondence such as emails, contact form submissions, messages, feedback, complaints, and records of calls where relevant to your booking or enquiry.
Technical and usage information such as basic information about how you use our website or online booking tools, including IP address, browser type, and pages viewed, where this is collected by necessary cookies or similar technologies.
Voluntary information such as additional details you choose to share with us in order for us to tailor our services to your needs.
How we collect your personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, use our website forms, or communicate with us by any other means. We may also receive personal data indirectly if someone makes a booking on your behalf and provides your details as a contact person or recipient of our services.
Lawful basis for processing
We will only process your personal data where we have a lawful basis to do so under data protection laws. Depending on the context, the lawful basis will be one or more of the following:
Contract: We process personal data to enter into and perform a contract with you, for example to provide removal or transport services, manage your booking, take payment, and communicate with you about your service.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, for example record keeping for tax and accounting purposes.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This includes improving our services, managing our relationship with you, preventing fraud, and ensuring the security of our operations.
Consent: In limited cases we may rely on your consent, for example for certain forms of direct marketing or the use of non essential cookies. Where processing is based on consent, you have the right to withdraw your consent at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our services including processing enquiries, issuing quotes, confirming bookings, planning routes, managing operations on the day of your move or delivery, and handling any follow up queries.
To process payments and manage accounts including issuing invoices, processing payments, managing refunds, and maintaining financial records.
To communicate with you including sending booking confirmations, reminders, service updates, and responding to your questions or concerns.
To manage our business operations including internal administration, quality control, training, and service improvement.
To comply with legal and regulatory obligations including responding to lawful requests from authorities where required.
To protect our rights including the prevention and detection of fraud, the collection of unpaid fees, and the establishment or defence of legal claims.
Data processors and third party sharing
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are contractually required to protect your data and to keep it secure.
Examples of data processors include:
Payment processing providers who handle card or online payments.
IT and hosting service providers who host our systems, website, or booking tools.
Customer management and communication tools that help us manage bookings, emails, or other communications.
Professional advisers such as accountants or legal advisers where this is necessary for our business operations.
We may also share personal data where required by law, for example with law enforcement, regulators, or tax authorities, or in connection with legal proceedings. We do not sell your personal data to third parties.
International transfers
Where our service providers or their systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other lawful transfer mechanisms required by data protection law.
Data retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, or reporting requirements. The specific retention period depends on the type of data and the context in which we process it.
In general, we retain booking and transaction records, including basic contact and service details, for a period required by tax and accounting rules. Communications related to enquiries or complaints may be kept for a period necessary to resolve the issue and to protect our legal rights. After the relevant retention period expires, personal data is securely deleted or anonymised.
How we protect your personal data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage, and limiting access to personal data to those employees, contractors, and service providers who need to know it for the purposes described in this Privacy Policy.
Your data protection rights
You have several rights under data protection law in relation to your personal data. These rights apply to all London Man Van customers in our service area, subject to certain legal conditions and exceptions.
Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together with information about how we use it.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis to continue processing.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we are checking its accuracy or considering an objection you have raised.
Right to object: You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims.
Right to data portability: In certain circumstances, you can request that we provide your personal data to you or to another controller in a structured, commonly used, and machine readable format.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed.
Children
Our services are not directed at children and we do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete it.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable laws. The updated version will be made available together with an indication of the date of the latest revision. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
