Privacy Policy - Sidcup Man And Van

Effective date: This Privacy Policy applies to all Sidcup Man And Van customers in the area and explains how we collect, use, store, share, and protect personal data when providing our moving and van services.

1. Introduction

At Sidcup Man And Van, we are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains what information we collect, why we collect it, the legal bases we rely on under the UK GDPR and Data Protection Act 2018, how long we keep it, who may process it on our behalf, and the rights you have over your information.

This policy applies to all Sidcup Man And Van customers in the area, including individuals, households, and business clients who use our removal, transport, loading, unloading, collection, and related services.

2. Who We Are

For the purposes of data protection law, Sidcup Man And Van acts as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal information is processed.

3. Personal Data We Collect

We only collect data that is relevant and necessary for providing our services, managing bookings, communicating with you, and fulfilling legal and operational obligations.

Information you provide directly

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking information including moving dates, property access notes, item lists, and service requirements.
Payment and billing details where needed for invoicing and payment processing.
Correspondence including messages, call notes, and complaints or feedback you submit.
Special instructions relating to fragile items, access limitations, parking, or delivery arrangements.

Information we collect automatically

Technical data such as device type, browser type, and IP address if you interact with us through digital systems.
Usage data relating to how our services or communications are used.
Operational records including job logs, quotes, service history, and scheduling details.

Information we may receive from third parties

Referral or lead information from partners or lead generation sources.
Payment status details from payment processors or financial service providers.
Legal or insurance-related information where required to handle claims or disputes.

We do not intentionally collect more personal data than is needed for the specific purpose involved. We also do not seek to collect special category data unless it is necessary and lawful to do so, for example where you voluntarily provide information relevant to access, health, or safety in connection with a move.

4. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To arrange and manage bookings.
To carry out moving and transportation services.
To communicate updates, instructions, or changes relating to your booking.
To issue invoices, receive payments, and maintain financial records.
To handle complaints, claims, and dispute resolution.
To maintain business records and improve our services.
To comply with legal obligations, including tax, accounting, and regulatory requirements.
To protect our rights, property, staff, and customers.

We only use your information for the purposes for which it was collected, unless we reasonably determine that it is needed for a compatible purpose or another lawful basis applies.

5. Lawful Basis for Processing

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

Performance of a contract

We process personal data when it is necessary to provide you with a quote, accept a booking, deliver our moving services, and fulfil our obligations to you under a service agreement.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, preventing fraud, improving service delivery, maintaining records, and ensuring operational efficiency.

Legal obligation

We process personal data when required to comply with legal obligations, including accounting, taxation, insurance, or responding to lawful requests from authorities.

Consent

Where we rely on your consent, we will make this clear and explain what you are consenting to. You may withdraw consent at any time, although this will not affect processing that has already taken place lawfully.

Vital interests

In rare cases, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency relating to health or safety during a service.

6. Sharing and Processors

We may share personal data only where necessary and only with trusted third-party service providers or processors who act on our instructions. These may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for secure storage, communications, and system support.
Customer communication tools used for booking confirmations and service updates.
Insurance providers and claims handlers if a claim or incident must be reviewed.
Professional advisers such as lawyers, auditors, or consultants where necessary.
Public authorities where disclosure is required by law.

All processors are required to protect your data, use it only for specified purposes, and implement appropriate security measures. We do not sell your personal data.

7. International Transfers

Where a 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 protective measures, to maintain a level of protection consistent with UK GDPR requirements.

8. Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the reason it was collected.

Booking and service records are generally retained for a reasonable period after completion of the service to manage queries, disputes, or repeat bookings.
Financial and invoicing data are retained for the period required by tax and accounting law.
Correspondence and complaint records may be kept for longer where needed to evidence communications or resolve issues.
Technical and operational logs are retained only as long as necessary for security, troubleshooting, or business purposes.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

9. Data Security

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

However, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will deal with it in line with applicable legal requirements.

10. Your Rights

As a data subject, you have rights under data protection law. These rights may be subject to conditions or exemptions in some circumstances.

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 data.
Right to erasure – you can request deletion of your data where there is no valid reason for us to keep it.
Right to restriction – you can ask us to limit how your data is used in certain situations.
Right to data portability – you can request your data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.
Right to complain – you have the right to raise concerns with the UK Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

We will respond to valid rights requests in accordance with applicable law and within the required timeframes.

11. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children except where it is incidental to a household service and necessary for carrying out the job safely and appropriately. Where we become aware that we have collected child-related data without a valid basis, we will take steps to delete or minimise it.

12. Changes to This Policy

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

Summary of our approach: we collect only the personal data needed to deliver services, rely on clear lawful bases, use trusted processors, keep information only as long as necessary, and respect your legal rights. We are committed to protecting the privacy of all Sidcup Man And Van customers in the area.