Privacy Policy - Man And Van Soho

This Privacy Policy explains how Man And Van Soho collects, uses, stores, shares, and protects personal data when providing services to customers in the Soho area. It applies to all Man And Van Soho customers in the area, including individuals who request removals, deliveries, packing support, furniture transport, disposal assistance, or related moving 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 We Are

Man And Van Soho is a service provider operating for customers in Soho and the surrounding area. For the purposes of data protection law, we act as a data controller in relation to the personal data we collect from customers, prospective customers, suppliers, and website or service users where applicable. This means we determine the purposes and means of processing personal data in connection with our services.

2. Personal Data We Collect

We collect only the information that is necessary to arrange, perform, manage, and improve our services. The categories of personal data may include:

Identity details: name, title, and any business or household name provided.
Contact details: address, email address, and telephone number.
Service information: pickup and delivery addresses, inventory details, access notes, preferred dates and times, and instructions relating to the move.
Payment information: transaction details, billing records, and limited payment-related data necessary to process payments and prevent fraud.
Communication records: enquiries, quotes, confirmations, complaints, and correspondence relating to your booking.
Operational data: notes about service requirements, parking or access issues, and risk or safety information relevant to completing the job.
Technical data: if we receive it through digital systems, basic device or usage information such as IP address, browser type, or session logs.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or a legal obligation requires it. If such information is ever required, we will process it only with an appropriate lawful basis and additional safeguards.

3. How We Use Personal Data

We use personal data for specific, legitimate purposes connected to our services. These purposes include:

providing quotations and booking services;
confirming service details and arranging collections and deliveries;
carrying out removals, transport, packing, or related tasks;
processing payments and maintaining financial records;
communicating with you about your booking or service enquiry;
handling complaints, claims, and customer support requests;
meeting legal, regulatory, tax, accounting, and insurance obligations;
preventing fraud, misuse, or unlawful activity;
improving service quality, safety, planning, and operational efficiency.

We only use your personal data for the purposes for which it was collected, unless we reasonably believe that another compatible purpose applies or we are required to do otherwise by law. Any such use will remain consistent with data minimisation and purpose limitation principles.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each processing activity. We rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, scheduling services, completing your move, and handling billing and payment administration.

Legal Obligation

We may process data to comply with legal obligations, including tax, accounting, record-keeping, consumer law, health and safety obligations, and lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, security, fraud prevention, and maintaining accurate operational records. We carefully assess these interests to ensure a fair balance.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where additional information is provided voluntarily and a consent-based approach is appropriate. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that help us operate our services. These third parties may act as processors on our behalf or, in some cases, as independent controllers.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and software service providers;
communication and customer management platforms;
insurance providers or claims handlers;
professional advisers such as lawyers, auditors, or accountants;
subcontracted movers or logistics partners where required to fulfil a booking.

All processors are required to act only on our instructions, keep data secure, and process it only for specified purposes. We take reasonable steps to ensure appropriate contractual safeguards are in place. We do not sell personal data.

We may also disclose personal data where necessary to comply with law, enforce agreements, protect our rights, prevent fraud, or protect the safety of customers, staff, and the public. If personal data is transferred outside the UK, we will ensure an appropriate legal mechanism is used and that suitable safeguards are applied.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the reason it was collected.

Booking and service records: kept for a period necessary to manage the customer relationship and resolve disputes.
Financial and invoice records: kept for the period required by tax and accounting law.
Correspondence and complaint records: kept as long as needed to resolve issues and maintain business records.
Security and operational records: kept for a limited period unless a longer period is required for legal reasons.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some circumstances, we may retain information for longer where required to establish, exercise, or defend legal claims.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, staff confidentiality obligations, and procedures for managing incidents. While no system is entirely risk-free, we work to ensure that personal data is handled with a high level of care.

8. Your Rights

As a data subject, you have rights under the UK GDPR. Depending on the circumstances, these may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit the processing of 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 can 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 protection rights have been infringed. We encourage you to raise any concerns with us first so we can address them promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from individuals under the age of 16 unless it is incidental to a service arrangement and appropriate safeguards are in place. If we become aware that we have collected data from a child without a valid legal basis, we will take steps to delete it securely.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Man And Van Soho is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear purposes, share it only with appropriate processors or where required by law, and retain it only for as long as necessary. We respect your rights and aim to ensure that all personal data connected with our services is handled responsibly and securely. This Privacy Policy applies to all Man And Van Soho customers in area.