Privacy Policy - Man With Van Peckham

This Privacy Policy explains how Man With Van Peckham collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Peckham customers in the area, including individuals, households, landlords, tenants, students, and businesses who request or receive our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Peckham is a moving and transport service provider that helps customers with local removals, delivery, furniture transport, and related logistical services. In delivering these services, we may need to collect and process personal information about customers, recipients, property access, payment arrangements, and service preferences.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, meeting legal obligations, and improving our operations. Depending on the service requested, we may collect the following categories of data:

Identity information such as your name and, where necessary, proof of identity.
Contact information such as telephone number, email address, billing address, and service address.
Booking and service information including moving date, item descriptions, access details, special handling requirements, and delivery instructions.
Payment information such as transaction records, invoices, and payment status. We do not store card details unless this is required by the payment method used and processed securely by an appropriate provider.
Communications such as messages, phone notes, complaints, and service feedback.
Operational data such as vehicle allocation, route planning, workforce scheduling, and job completion records.
Technical data if you contact us electronically, which may include limited device or usage details needed to maintain security and functionality.

We do not seek to collect special category personal data unless it is unavoidable and you choose to share it with us. If such information is provided, we will only process it where a lawful basis applies and where appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data only for specified, explicit, and legitimate purposes. These include:

processing enquiries and preparing quotations;
booking and delivering moving services;
coordinating access, timing, loading, unloading, and route planning;
issuing invoices, taking payments, and handling refunds or disputes;
communicating service updates and responding to customer questions;
maintaining internal records and business administration;
meeting tax, accounting, and legal obligations;
protecting our staff, customers, property, and business operations;
handling complaints, claims, or insurance matters;
improving the quality, efficiency, and safety of our services.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Man With Van Peckham relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes quotations, bookings, transport arrangements, invoicing, and completion of the moving service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving service quality, preventing fraud, maintaining secure operations, and managing customer support. We always assess whether our legitimate interests are appropriate and proportionate.

Legal Obligation

We process data when required to comply with laws and regulations, including tax, accounting, record-keeping, and lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where we need to process information beyond what is necessary for the service. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties are only given access to the information they need to perform their services. We require appropriate contractual safeguards and expect them to protect data in line with data protection law.

Examples of processors and service providers may include:

Payment processors that securely handle card or electronic payments.
IT and cloud service providers that store data, host systems, or support communications.
Accounting and invoicing providers that manage financial records and tax administration.
Customer relationship and booking tools used to organise service requests and internal workflows.
Insurance providers and claims handlers where required for incidents, damage claims, or liability matters.
Legal and professional advisers where needed for compliance, dispute resolution, or business protection.

We may also disclose personal data if required by law, regulation, court order, or other lawful request from a public authority. If our business is sold, merged, or restructured, customer data may be transferred as part of that transaction, subject to appropriate confidentiality and legal protections.

6. International Transfers

Where data processors or systems are located outside the UK, we will ensure suitable safeguards are in place before any transfer occurs. These safeguards may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of data and the purpose of processing. In general:

Booking and service records are retained for as long as needed to complete the service and manage any follow-up issues.
Financial and tax records are retained for the period required by accounting and tax laws.
Complaint, claim, or dispute records may be retained for a longer period if necessary to resolve matters or defend legal claims.
Marketing consent records, where applicable, are kept until consent is withdrawn or the information is no longer needed.

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

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and monitoring of systems. While no method of transmission or storage is completely secure, we take data protection seriously and work to reduce risk wherever possible.

9. Your Rights

Under data protection law, you have important rights regarding your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will handle requests within the time limits set by law unless an extension is justified.

10. Automated Decision-Making

We do not generally use fully automated decision-making that produces legal or similarly significant effects. If this changes in the future, we will update this policy and provide appropriate information about your rights.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

12. Summary of Our Commitment

Man With Van Peckham respects the privacy of every customer in the area and processes personal data responsibly, securely, and lawfully. We collect only the information needed to provide our services, rely on proper lawful bases, share data only where necessary with trusted processors, and keep records only for as long as required. We also recognise and uphold your rights under data protection law.

By using our services, customers in the area acknowledge that their personal data may be processed as described in this Privacy Policy.