Privacy Policy - Stockwell Man And Van

This Privacy Policy explains how Stockwell Man And Van collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and other individuals whose data we process. It applies to all Stockwell Man And Van customers in the area and to anyone who interacts with our services in connection with a move, removal, delivery, or related service. We are committed to handling personal data lawfully, fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of this policy, “personal data” means any information relating to an identified or identifiable person. This may include names, addresses, phone numbers, email addresses, payment-related details, booking information, property access information, and any notes necessary to complete a move safely and efficiently.

1. Information We Collect

We collect and process personal data only when it is necessary for providing our services, managing enquiries, meeting legal obligations, or improving our business operations. The types of data we may collect include:

Identity details such as name and title.
Contact details such as telephone number, email address, and moving address.
Service details such as booking date, property access information, inventory notes, special handling requirements, and service preferences.
Billing and payment information such as invoice details, transaction references, and records needed for accounting and tax purposes.
Communication records such as emails, messages, complaint details, and call notes.
Technical data where applicable, such as basic website or device information generated when you interact with our online services.

We may also receive data from third parties where necessary to carry out your booking, such as building managers, landlords, estate agents, intermediaries, or payment processors. Where we receive information from others, we treat it in accordance with this policy.

2. How We Use Personal Data

We use personal data for specific and legitimate purposes only. These include:

responding to enquiries and preparing quotes;
confirming and managing bookings;
planning, delivering, and improving removal services;
communicating with customers before, during, and after a move;
processing payments, issuing invoices, and maintaining accounts;
handling complaints, disputes, and service follow-up;
meeting legal, regulatory, insurance, and tax obligations;
protecting our business, staff, customers, and property;
keeping records for internal administration and service quality;
sending essential service-related updates.

We do not use personal data for unrelated purposes without a lawful basis and, where required, appropriate notice or consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on may include:

Contract

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

Legal Obligation

We may process data where necessary to comply with legal obligations, such as accounting, tax, insurance, health and safety, fraud prevention, or responding to lawful requests from authorities.

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 service administration, record keeping, business improvement, security, and resolving disputes.

Consent

In limited cases, we may rely on your consent, for example if we need permission for a particular optional communication or data use. Where consent is used, you can withdraw it at any time.

We do not normally process special category data unless it is necessary and permitted by law. If such data is provided to us inadvertently, we will handle it with extra care and only where there is a valid lawful basis.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with legal obligations. These third parties act as processors or independent controllers depending on the context.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT and cloud storage providers;
communication and email service providers;
booking or scheduling tools;
professional advisers such as insurers, lawyers, or auditors;
subcontracted movers or logistics partners where required to complete a service.

When we engage processors, we ensure they are bound by data processing terms requiring them to protect personal data, use it only for permitted purposes, and apply appropriate security measures. We do not sell personal data.

In some situations, we may be required to disclose information to public authorities, regulators, law enforcement, courts, or insurers if necessary for legal compliance, enforcement, or the protection of rights and property.

5. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We only make such transfers where necessary and where suitable protections exist.

6. Data Retention

We keep personal data only for as long as it is needed for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of data and the reason for processing.

As a general rule:

booking and service records are kept for a reasonable period after completion of the service;
financial and accounting records are kept for the period required by tax and accounting law;
complaint and dispute records are kept for as long as necessary to resolve the issue and defend legal claims;
correspondence may be retained where it is relevant to ongoing service, legal, or business needs.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, password protection, secure storage, limited access on a need-to-know basis, staff confidentiality obligations, and the use of trusted processors.

While we take reasonable steps to protect your data, no system can be guaranteed completely secure. If a data breach occurs that affects your rights and freedoms, we will handle it in accordance with applicable data protection laws, including notifying the relevant authority and affected individuals where required.

8. Your Data Protection Rights

Depending on the circumstances and the legal basis used, you may have the following rights under data protection law:

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how your data is used in certain cases.
Right to object – to object to processing based on legitimate interests in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review the request and respond within the time limits required by law. We may need to verify your identity before acting on a request.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a booking or service and provided by an authorised adult. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

10. Cookies and Online Information

Where we use online tools, limited technical information may be collected automatically to support functionality, security, and performance. Any cookie use will be kept proportionate and limited to what is necessary for the operation of our services or where a lawful basis is available. Where required, users will be given appropriate notice and choices relating to non-essential cookies.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. 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.

12. Our Commitment

Stockwell Man And Van is committed to treating personal data with respect and care. We process only the information we need, keep it secure, retain it for no longer than necessary, and respect the rights of the individuals whose data we hold. This policy applies to all Stockwell Man And Van customers in area and forms part of our privacy and compliance commitments. By using our services, you acknowledge that your personal data will be handled in accordance with this policy and applicable law.

This Privacy Policy is intended to provide clear information about our data practices and to support full GDPR compliance.