Privacy Policy - Stockwell Man And Van

This Privacy Policy explains how Stockwell Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removal, and related services. It applies to all Stockwell Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need, use it only for legitimate purposes, and retain it only for as long as necessary.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. This may include:

Identity details such as your name, title, and business name if applicable.
Contact details such as your address, email address, and telephone number.
Service details including moving date, collection and delivery addresses, access information, property type, inventory details, and service preferences.
Payment information such as billing details and transaction records. Payment card data, where used, is normally processed by secure third-party payment providers rather than stored by us directly.
Communication records including emails, call notes, messages, and any information you provide when making enquiries or resolving issues.
Usage and technical data where relevant, such as device information, IP address, and basic analytics if you interact with digital systems used to manage bookings or enquiries.
Special category data only where you choose to share it and only if it is necessary for a specific service need, for example access or health-related information that affects the move. We will process such data carefully and only where a lawful basis applies.

We generally collect personal data directly from you. In some cases, we may receive data from third parties such as landlords, estate agents, solicitors, property managers, payment providers, or referral partners when they arrange or support a move on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To confirm, manage, and deliver removal and moving services.
To plan routes, allocate staff, and coordinate vehicles and equipment.
To communicate about bookings, changes, delays, or service updates.
To process payments, refunds, invoices, and financial records.
To manage customer support, complaints, and claims.
To maintain internal records and business administration.
To meet legal, tax, accounting, and insurance obligations.
To improve our services, procedures, and customer experience.
To protect against fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reason it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

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

Performance of a contract

We process your personal data where it is necessary to provide a quote, enter into an agreement, and carry out the moving or removal service you have requested.

Legal obligation

We may process and keep certain information to comply with legal duties such as tax records, accounting obligations, insurance requirements, or responses to lawful requests from public authorities.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include managing operations, preventing fraud, improving services, handling disputes, and maintaining secure records.

Consent

Where consent is required, for example in relation to certain marketing activities or specific optional data processing, we will ask for it clearly. You may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

Vital interests and public interest

These bases are unlikely to apply in most cases, but we may rely on them if there is an emergency or where the law requires it.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, run our business, or comply with the law. These parties act as processors or, in some situations, independent controllers.

Examples of processors and service providers may include:

IT and cloud service providers that host, store, or support our data systems.
Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers that support financial administration.
Communication and booking tools used to manage customer enquiries and scheduling.
Professional advisers such as insurers, lawyers, or auditors where needed.
Subcontractors or drivers who assist with service delivery and need limited information to complete a move.

We require processors to handle personal data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell personal data.

We may also disclose information if required by law, court order, regulator, or law enforcement authority, or to protect our rights, customers, staff, or the public.

5. International Transfers

Where any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections recognised under UK GDPR. We take steps to ensure that your personal data remains protected wherever it is processed.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods can vary depending on the type of data and the reason for processing.

As a general approach:

Booking and service records are retained for the period needed to manage the service and any follow-up issues.
Financial and tax records are kept for the period required by law.
Correspondence and complaint records may be kept to resolve disputes and support service quality.
Marketing preferences are kept until you withdraw consent or opt out.

When 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 unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable administrative safeguards. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits, these 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 restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain information 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 relies on consent.
Right not to be subject to automated decision-making – where such processing produces legal or similarly significant effects.

To exercise these rights, you may make a request in accordance with our internal procedures. We may need to verify your identity before responding. Some requests may be limited where retention is required by law or where an exemption applies.

9. Marketing Preferences

We may send service-related communications where necessary for booking, fulfilment, or support. If we send marketing communications, we will do so only where permitted by law. You can opt out of marketing at any time by following the unsubscribe instructions provided or by contacting us through the appropriate internal channels.

10. Cookies and Similar Technologies

If we use websites, booking systems, or digital tools, they may use cookies or similar technologies to support functionality, security, and basic performance analysis. Where consent is required, it will be requested before non-essential cookies are used. You may manage your cookie preferences through your browser settings or the relevant consent controls.

11. Children’s Data

Our services are intended for adults arranging moving and removal services. We do not knowingly collect personal data from children unless it is incidentally provided as part of a service request and only where necessary. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

12. 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 handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Stockwell Man And Van is committed to respecting privacy, using personal data responsibly, and keeping customers informed. We process information only where we have a lawful basis, we use trusted processors under appropriate safeguards, and we retain data only as long as necessary. We also recognise and support your GDPR rights, including access, correction, deletion, objection, and restriction.

This Privacy Policy is intended to provide clear information about how we handle personal data for our customers in the area and should be read together with any service-specific terms that apply to your booking.