Privacy Policy - Man With Van Limehouse

Man With Van Limehouse is committed to protecting the privacy and personal data of all customers in the Limehouse area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, delivery, and transport services. It applies to all Man With Van Limehouse customers in the area, including individuals, households, landlords, tenants, and businesses that engage our services.

1. Who We Are

For the purposes of data protection law, Man With Van Limehouse acts as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used. We handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is necessary to provide and manage our services effectively. The types of information we may collect include:

Identity details such as your name and title
Contact details such as phone number and email address
Service details such as pickup and delivery addresses, service dates, and move requirements
Payment information such as billing details and transaction records
Communication records including enquiries, quotes, bookings, complaints, and feedback
Operational information relevant to the move, such as access restrictions, parking notes, or item descriptions
Technical data if you contact us electronically, such as basic device or communication metadata

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily. Special category data may include information about health, religion, or other sensitive personal details. If such information is provided, it will only be processed where lawful to do so and with appropriate safeguards.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries
To plan, organise, and carry out moving and transport services
To manage bookings, amendments, and cancellations
To issue invoices, process payments, and maintain financial records
To communicate with you about your service
To handle complaints, claims, and customer support matters
To maintain records for legal, accounting, and insurance purposes
To improve our services, operations, and customer experience
To comply with legal obligations and respond to lawful requests

We will only use your personal data where we have a valid reason under data protection law and where the processing is fair, necessary, and proportionate.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the situation, Man With Van Limehouse may rely on the following lawful bases:

a. Contract

We process personal data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, arranging moving services, confirming bookings, and completing deliveries.

b. Legal Obligation

We may process data where it is necessary to comply with a legal obligation, such as keeping accounting records, meeting tax requirements, or responding to lawful requests from authorities.

c. Legitimate Interests

We may process data where it is in our legitimate interests to do so and where those interests are not overridden by your rights and freedoms. This may include managing our business, preventing fraud, improving service quality, and maintaining internal records. We always consider whether our interests are balanced against your privacy rights.

d. Consent

In some cases, we may rely on your consent, especially where it is required for a specific activity. If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as processors when they process data on our behalf and under our instructions. Such processors may include:

Payment service providers for handling transactions
Accounting and bookkeeping providers for financial administration
IT and cloud storage providers for secure data hosting and communications
Scheduling or customer management tools used to organise services
Insurance providers where claims or liability matters arise
Professional advisers such as legal or tax advisers

We may also disclose data where required by law, such as to courts, regulators, police, or other public authorities. Where data is shared, we take reasonable steps to ensure it is protected and used only for the intended purpose.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason it was collected.

Quotation and enquiry records may be kept for a limited period to support future service requests or disputes
Booking and service records may be retained for as long as needed to complete the service and handle any follow-up issues
Financial and tax records are generally kept for the period required by law
Complaint and claims data may be retained until the matter is fully resolved and for an additional period if needed for legal defence

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

7. Data Security

We take the security of your personal data seriously. Appropriate technical and organisational measures are used to help protect data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, access controls, and staff awareness of data protection responsibilities.

Although we take reasonable steps to safeguard your information, no method of transmission or storage is completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take action in line with applicable legal requirements.

8. Your Rights Under GDPR

As a data subject, you have a number of rights in relation to your personal data. Subject to legal limitations, these rights 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 information
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to request that processing be limited in certain situations
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
Right to withdraw consent – where consent is the lawful basis used

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data rights have not been respected. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary to provide a requested service and a responsible adult provides the information on their behalf. Where children’s data is involved, it will be handled with extra care and only used for the specific service purpose.

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 data protection practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitments

In summary, Man With Van Limehouse will:

collect only the personal data needed to provide our services
use data for clear and lawful purposes
share data only with trusted processors or where required by law
keep data only as long as necessary
protect personal information with appropriate safeguards
respect your GDPR rights and privacy choices

Man With Van Limehouse is committed to processing personal data fairly, lawfully, and transparently for every customer in the Limehouse area. If you use our services, we will handle your information in a way that respects your privacy and complies with applicable data protection law.