Privacy Policy - Sidcup Man And Van

This Privacy Policy explains how Sidcup Man And Van collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Sidcup Man And Van customers in our area, including individuals who request quotes, make bookings, communicate with us, or use our services in any other way.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect and process personal data where we have a valid legal basis to do so, and we take appropriate measures to safeguard it.

1. Personal Data We Collect

We may collect and process the following categories of personal data depending on how you interact with us:

Identity information such as your name.
Contact information such as your address, email address, and phone number.
Service information such as details of your move, property access requirements, item lists, preferred dates, and any special handling instructions.
Billing and payment information such as invoice details and records of payments made or due.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical information if you contact us through digital channels, such as device information, IP address, and basic usage data where relevant.

We generally collect personal data directly from you when you request a quote, make a booking, confirm service details, or contact us. In some cases, we may also receive information from third parties acting on your behalf, such as landlords, letting agents, family members, or business representatives, where this is necessary for service delivery.

2. How We Use Your Data

We use personal data only for specified and legitimate purposes related to our business activities. These may include:

Providing quotes and responding to enquiries.
Arranging, managing, and delivering moving or transport services.
Confirming booking details and service requirements.
Handling payments, invoicing, and accounting records.
Communicating about changes, delays, or operational matters.
Managing complaints, claims, and customer support requests.
Maintaining business records and ensuring service quality.
Meeting legal, tax, accounting, and regulatory obligations.
Protecting against fraud, misuse, or unlawful activity.

We do not use personal data for purposes that are incompatible with the reasons it was originally collected unless we have a lawful basis to do so and have informed you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis before processing your personal data. Depending on the circumstances, we may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, carrying out removals, and managing payment-related matters.

Legal Obligation

We may process data where needed to comply with legal duties, such as tax records, accounting requirements, insurance obligations, or lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving our services, handling operational planning, and keeping records of communication. Where we rely on legitimate interests, we consider whether the processing is reasonable, necessary, and proportionate.

Consent

In limited situations, we may rely on your consent, for example if we ask to use your information for a purpose that is not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods depend on the type of information and the reason it is held.

Quote and booking records may be retained for business administration, dispute resolution, and follow-up purposes.
Invoice and payment records are usually kept for legal, accounting, and tax compliance.
Communication records may be retained for customer service and evidence of instructions or agreements.
Where data is no longer needed, we will securely delete, anonymise, or destroy it.

We apply a retention approach based on necessity and legal compliance rather than keeping data indefinitely.

5. Processors and Third Parties

We may share personal data with trusted third parties who process information on our behalf or who need it to help deliver our services. These may include:

Payment service providers for processing payments and preventing fraud.
Accountants and bookkeeping providers for financial administration and compliance.
IT and system support providers for data storage, communication tools, and operational systems.
Insurance providers where a claim, incident, or related matter must be managed.
Professional advisers such as legal advisers where necessary for business protection and compliance.
Subcontracted service providers if required to complete a booking or assist with a move.

Where third parties act as processors, they are required to process data only on our instructions and to maintain appropriate security measures. Where third parties act as independent controllers, they will be responsible for their own privacy practices.

We do not sell personal data.

6. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and careful handling of records. However, no system can be guaranteed to be completely secure, so we encourage you to take care when sharing information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits or exceptions, but we will always consider your request carefully.

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 restriction – to ask us to limit how we use your data in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is provided by an adult customer and is necessary for arranging a service. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

10. 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 updates will apply from the date they are published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how your personal data is handled.

11. Summary of Our Approach

Sidcup Man And Van only processes personal data when it is necessary, lawful, and relevant to providing our services. We collect only what we need, keep it for no longer than required, share it responsibly with trusted processors, and respect your rights under UK data protection law. This policy applies to all customers in our area who use or enquire about our services.