Privacy Policy

Man and Van Soho Privacy Policy

This Privacy Policy explains how Man and Van Soho collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all Man and Van Soho customers and potential customers located in the Soho area and surrounding neighbourhoods who engage with us, request a quote, make a booking, or otherwise use our services.

We are committed to protecting your privacy and processing your personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws. This policy describes the types of information we collect, the lawful bases on which we process it, how long we keep it, and the rights you have over your personal data.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with Man and Van Soho and which services you use. The main categories of data we may collect are:

Identification and contact details, such as your full name, address, collection and delivery addresses, and other relevant location details. We also collect your chosen contact details such as email address and communication preferences. If you contact us by phone or written message, we may record the date and content of that communication.

Booking and service information, such as the date and time of your move or transport, the type and size of the job, information about access to properties, parking details, inventory or item details, special handling or packing instructions, and any other information you provide in relation to the service you request.

Payment and billing information that is necessary to process your payment, such as the amount charged, payment method used, invoice address, and confirmation of payment status. Where we use third party payment processors, your full card details are normally processed directly by those providers and are not stored by Man and Van Soho.

Technical and usage data that may be collected when you visit our website or interact with our online content. This can include information such as your device type, browser type, approximate location, pages visited, and how you reached our site. This information is generally collected through cookies or similar technologies.

Communication records, including copies of messages, enquiries, quotations, feedback and complaints that you send to us, and notes of any conversations we have with you by phone or in person where these are relevant to the service we provide.

Lawful Basis for Processing Your Data

Man and Van Soho processes personal data only where we have a lawful basis to do so under the UK GDPR. Depending on the context, the lawful basis will be one or more of the following:

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out removals or transport services, arranging access and parking, issuing invoices, and communicating with you about your booking and any follow-up work.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include using your data to improve our services, manage our business operations, handle customer service enquiries, prevent misuse of our services, and maintain appropriate records of our work.

Legal obligations. We are sometimes required by law to process certain personal data. This may include keeping records for tax and accounting purposes, responding to lawful requests from public authorities, and complying with applicable regulations concerning insurance and health and safety.

Consent. In specific situations, we may rely on your consent, for example to send you marketing communications that you have clearly agreed to receive. Where we rely on consent, you can withdraw it at any time by contacting us or using any unsubscribe option provided in the communication.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our man and van, removal, and related services, including handling enquiries, preparing quotations, confirming bookings, coordinating collections and deliveries, and ensuring that your instructions are followed accurately.

To communicate with you about your enquiry or booking, including sending confirmations, reminders, updates on timing, and important information that may affect the services we are providing.

To process payments and manage our accounts, including issuing invoices, recording payments, handling any disputes or refunds, and maintaining financial records in line with our legal and accounting obligations.

To improve and develop our services by analysing how customers use our services, responding to feedback, and identifying areas where our operations or customer experience can be improved.

To maintain safety and security, including protecting our staff, customers, property and vehicles, and to prevent and detect fraud or other unlawful activities.

To comply with legal and regulatory requirements and to establish, exercise or defend legal claims where necessary.

Data Retention

Man and Van Soho will keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, or for as long as is required by law. We apply the following general principles to determine retention periods:

Customer and booking records are typically retained for a period that allows us to manage ongoing services, respond to queries about past work, and comply with tax and accounting obligations. This period is usually several years from the date of your last booking or contact with us.

Financial and invoicing records are retained for the period required by relevant tax and company laws. After this period, data is securely deleted or anonymised.

Marketing records, where you have consented to receive marketing communications, are retained while your consent remains in place. If you withdraw consent or object to marketing, we will stop using your data for this purpose and retain only limited information to record your preference.

Where we no longer have a lawful basis to keep your personal data, we will either delete it securely or anonymise it so that it can no longer be linked to you.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These providers only process your data in accordance with our instructions and for the purposes described in this Privacy Policy, and they are required to protect your data with appropriate security measures.

Examples of processors we may use include payment processing providers that handle card or online payments, information technology and hosting providers that support our website and business systems, and professional advisers such as accountants who assist us with our statutory obligations.

In certain cases we may also share data with other independent controllers where necessary. This may include insurers, legal advisers and public authorities where we are required to do so by law or where it is necessary to establish, exercise or defend legal claims. When we work with partner service providers to complete a job, we may share limited information needed to fulfil your booking, such as your address and contact details.

We do not sell your personal data to third parties. If we transfer personal data outside the United Kingdom or European Economic Area, we will ensure that an appropriate level of protection is in place as required by data protection law.

Security of Your Data

We take the security of your personal data seriously. Man and Van Soho has implemented technical and organisational measures designed to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricted access to customer records, secure storage of digital information, and appropriate training and procedures for staff who handle personal data.

While we strive to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. We encourage you to take care in sharing information and to notify us promptly if you suspect any misuse of your personal data in connection with our services.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data held by Man and Van Soho. These include:

The right of access. You have the right to request confirmation that we process your personal data and to ask for a copy of the personal data we hold about you, together with certain information about how we use it.

The right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.

The right to erasure. You may have the right to ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purpose for which it was collected or where you withdraw consent and there is no other legal basis for processing.

The right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

The right to object. You have the right to object to the processing of your personal data where we are relying on legitimate interests as our lawful basis. You also have the right to object at any time to the use of your personal data for direct marketing.

The right to data portability. In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format, and to request that we transfer that data directly to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We would encourage you to contact us first so that we can try to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or applicable laws. Any changes will take effect from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how Man and Van Soho protects your personal data.