Privacy Policy - Man With Van Lampton

This Privacy Policy explains how Man With Van Lampton collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and website or service users in the Lampton area. It applies to all Man With Van Lampton customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our moving and van services.

We are committed to handling personal data in a fair, lawful, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy also explains your rights regarding your personal information.

1. Who We Are

For the purposes of data protection law, Man With Van Lampton acts as the data controller for the personal data described in this policy. This means we determine the purposes and means of processing your personal information in connection with our services.

We only collect and use personal data where it is relevant to providing moving, transport, removal, packing support, storage coordination, or related customer service functions.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name, title, and any business name you use when booking services.
Contact details such as your address, telephone number, and email address.
Service information including collection and delivery addresses, property access details, moving dates, inventory notes, and special handling instructions.
Payment and billing information such as transaction records and invoice details. We do not store more payment card information than is necessary for processing payments securely.
Communication records including enquiries, quotes, complaints, feedback, and any correspondence relating to your booking.
Usage and technical data where applicable, such as basic device or browsing information collected through our systems for security, troubleshooting, and service improvement.
Optional information that you choose to provide, such as access notes, parking restrictions, or preferred contact methods.

We may also receive personal data from third parties where necessary to deliver our services, for example from agents, landlords, property managers, or payment providers acting on your behalf or in connection with your booking.

3. How We Use Your Data

We use personal data only for legitimate business and operational purposes connected to our services. These include:

Providing quotes and confirming bookings.
Planning and carrying out removals and van services.
Communicating with you about schedules, access arrangements, or service changes.
Processing payments and issuing invoices or receipts.
Handling complaints, claims, and customer support requests.
Maintaining records for accounting, insurance, and legal compliance.
Improving our services, operational efficiency, and customer experience.
Protecting against fraud, misuse, or security incidents.

We do not use your personal data for unrelated purposes that would be incompatible with the reasons it was originally collected, unless we obtain your consent or are otherwise permitted by law.

4. Lawful Basis for Processing

We process personal data under one or more of the lawful bases set out in UK GDPR. These include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, managing bookings, carrying out removals, and handling payment or service administration.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our business operations, improving services, preventing fraud, and maintaining records.

Legal Obligation

Some data must be retained or processed to comply with legal obligations, including tax, accounting, insurance, and regulatory requirements.

Consent

Where required, we rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawal of consent does not affect processing carried out before it was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business and provide services. These parties act as processors or, in some cases, independent controllers.

Examples of processors may include:

Payment service providers used to process card or electronic payments securely.
IT and cloud service providers that host, store, or support business systems and communications.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Insurance providers or claims handlers where necessary to manage incidents or claims.
Customer service and administrative tools that help manage enquiries, bookings, or records.

We require our processors to handle personal data only on our instructions, to keep it secure, and to process it in accordance with data protection law. We do not sell your personal data.

We may also disclose information where required by law, court order, or lawful request from public authorities, or where necessary to protect our rights, users, staff, property, or the public.

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, insurance, or reporting requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

Booking, invoice, and financial records may be retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to manage service quality, claims, or disputes.
Operational notes and service information are retained only as long as needed to complete the job and deal with any follow-up matters.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it in a manner appropriate to the sensitivity of the information.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved.

Although no system can be guaranteed completely secure, we take data protection seriously and review our practices regularly to help safeguard the information entrusted to us.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and verification of identity, these may include:

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

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have not been respected. We encourage you to raise concerns with us first so we can try to resolve them promptly.

9. Children’s Data

Our services are intended for adults and businesses arranging removals or van services. We do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by an adult customer or authorised representative. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. International Transfers

Where personal data is processed by service providers outside the UK, we will ensure appropriate safeguards are in place to protect it in line with applicable law. These safeguards may include adequacy regulations or standard contractual protections, as required.

11. 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 processing practices. Any updates will take effect when published in the relevant version of the policy. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Lampton is committed to treating personal data with care and respect. We collect only the information needed to provide our services, rely on lawful bases under UK GDPR, use processors carefully, keep data no longer than necessary, and support your rights as a customer. This policy applies to all customers in the Lampton area and reflects our promise to manage personal information responsibly and transparently.