Privacy Policy - Stockwell Man And Van

This Privacy Policy explains how Stockwell Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Stockwell Man And Van customers in the area, including people who request quotes, make bookings, receive removals or transport services, or otherwise interact with us in connection with our work. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the information needed to provide our services, manage customer relationships, and meet legal and operational requirements. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including collection and delivery addresses, moving dates, property access notes, item descriptions, and special handling requirements.
Payment information where needed to process invoices, deposits, or refunds.
Communication records including messages, emails, notes from calls, and complaints or feedback.
Technical information such as basic website or device data if you contact us online, including IP address, browser type, and session information where relevant.
Operational records such as job history, risk notes, damage reports, and insurance-related records.

We do not intentionally collect special category data unless it is necessary and lawful to do so. If you provide such information incidentally, for example in access notes or service instructions, we will handle it carefully and only as needed for the service.

2. How We Use Your Data

We use personal data for clear and legitimate purposes connected to our business. These may include:

Providing quotes and assessing service requirements.
Scheduling, managing, and delivering moving or transport services.
Communicating with you about bookings, changes, delays, and service updates.
Processing payments, issuing invoices, and handling refunds or adjustments.
Maintaining accurate records of work completed.
Responding to enquiries, complaints, and claims.
Meeting legal, tax, accounting, and insurance obligations.
Protecting our business, staff, customers, and property.

We only use data for purposes that are compatible with the reasons it was collected. We do not sell personal data.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out removals, and processing payments.

Legal Obligation

We may process data to comply with legal duties such as recordkeeping, tax requirements, financial reporting, and insurance-related obligations.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided your interests and rights do not override them. This may include service improvement, fraud prevention, customer support, internal administration, and protecting our operations. We always consider whether the processing is proportionate and necessary.

Consent

In limited cases, we may rely on consent, for example where you voluntarily agree to receive certain types of communications or where a specific situation requires your permission. You may withdraw consent at any time where it is the legal basis used.

4. Sharing Your Information

We may share personal data only when needed and only with trusted parties who help us operate our business. These may include:

Service providers who support invoicing, administration, communications, or IT systems.
Payment processors that handle card or bank-related transactions.
Insurance providers or claims handlers where a claim, incident, or complaint requires review.
Professional advisers such as accountants, auditors, or legal advisers.
Regulators, authorities, or law enforcement where disclosure is required by law or necessary to protect rights and safety.

Any third party that processes data on our behalf is required to handle it securely, only under our instructions, and in line with applicable data protection laws.

5. Processors and Data Security

Where we use external providers to process personal data, they act as data processors. We choose processors carefully and only work with organisations that can provide sufficient guarantees about security and confidentiality. Processors may support functions such as cloud storage, scheduling software, customer communication systems, payment processing, and data backup.

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure devices, password protection, restricted permissions, and backup procedures. However, no system can be guaranteed completely secure, so we encourage customers to share only the information needed for the service.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and business record requirements. Retention periods vary depending on the type of data and the reason for keeping it.

Quotation and booking records may be kept for a reasonable period to manage enquiries, follow-up work, and dispute resolution.
Invoices and financial records are retained for the periods required by tax and accounting law.
Incident, complaint, and claim records may be kept longer where needed to defend or manage a legal matter.
Communication records are retained as long as they are relevant to service delivery or business administration.

When data is no longer needed, we delete it securely or anonymise it so it can no longer identify you.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions or exemptions:

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

If you wish to exercise your rights, we will respond within the time limits set by law and may ask for information to confirm your identity.

8. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidental and necessary to complete a service arrangement. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

9. International Transfers

Where any service provider stores or processes data outside the UK, we will ensure that appropriate safeguards are in place so your personal data remains protected to an adequate standard. These safeguards may include approved contractual protections or transfer mechanisms recognised under UK law.

10. Marketing Communications

We may contact customers about relevant services only where permitted by law. You can opt out of non-essential marketing communications at any time. We will continue to send important service-related messages where necessary, as these are not marketing and are required for contract performance or operational updates.

11. Changes to This Policy

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

12. Contact and Complaints

If you have questions about this Privacy Policy, want to exercise your rights, or are concerned about how your data has been handled, you can raise the matter through our normal business communication channels. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

Summary statement: This policy applies to all Stockwell Man And Van customers in the area and explains what we collect, why we collect it, who processes it, how long we keep it, and the rights available to you under GDPR.