Privacy Policy - Man And A Van Soho

Last updated: May 2026

This Privacy Policy explains how Man And A Van Soho collects, uses, stores, shares, and protects personal data relating to customers and prospective customers in the Soho area. It applies to all Man And A Van Soho customers in area, including individuals who request quotes, make bookings, receive removals or delivery services, or communicate with us in connection with our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We aim to process personal information fairly, lawfully, transparently, and securely.

1. Personal Data We Collect

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

• Identity details such as your name and, where relevant, business name.
• Contact details such as address, email address, and telephone number.
• Booking and service information including collection and delivery addresses, service dates, item descriptions, access details, and special handling requirements.
• Payment-related information such as payment status, transaction references, and billing details. We do not intentionally store full card information where secure payment providers are used.
• Communication records including messages, call notes, complaint details, and customer service correspondence.
• Technical and usage data where applicable, such as basic website or device information when you interact with digital services.
• Risk and loss-prevention information where necessary for insurance, claims, or service safety.

We only collect data that is relevant and necessary for providing our moving, transport, packing, and related services.

2. How We Collect Personal Data

We may collect personal data directly from you when you:

• request a quotation;
• make or amend a booking;
• communicate with us by phone, email, or other channels;
• provide information at the time of service;
• submit a complaint, enquiry, or claim;
• leave feedback or request follow-up support.

We may also receive data from third parties where necessary, for example from:

• payment processors;
• insurance providers;
• property managers or business partners involved in a booking;
• publicly available sources, where relevant and lawful.

Where we obtain personal data from a third party, we take steps to ensure that the information is shared lawfully and fairly.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide quotations and manage bookings;
• to arrange, deliver, and complete services;
• to communicate with you about your booking or service requirements;
• to process payments and maintain business records;
• to manage customer support, complaints, and claims;
• to improve our services, planning, and operational efficiency;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We do not use your personal data for purposes that are incompatible with those described in this policy unless we are legally permitted to do so or we notify you first.

4. Lawful Basis for Processing

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

• Contract: where processing is necessary to provide a quote, enter into a service agreement, or perform our obligations under that agreement.
• Legal obligation: where processing is necessary to comply with tax, accounting, insurance, transport, or other legal requirements.
• Legitimate interests: where processing is necessary for our legitimate business interests, such as managing operations, preventing fraud, improving services, and maintaining secure records, provided these interests do not override your rights and freedoms.
• Consent: where we rely on your consent for specific optional activities, and you may withdraw that consent at any time.

Where we process special category data or other sensitive information, we will only do so where a lawful condition applies and where it is necessary for a legitimate and proportionate purpose, such as service safety, accessibility, or claims handling.

5. Data Retention

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

As a general approach:

• Booking and service records are retained for a reasonable period after completion of the service to manage queries, disputes, and operational records.
• Financial and tax records are retained for the period required by law.
• Claims, complaints, and incident records may be retained for longer where necessary to defend legal claims or resolve disputes.
• Marketing consent records are retained until you withdraw consent or the data is no longer needed.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable person.

6. Data Processors and Third Parties

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the nature of their role. We only share the minimum information necessary and require appropriate safeguards where applicable.

Examples of processors and recipients may include:

• Payment service providers for handling transactions;
• IT and cloud service providers for secure data storage and business systems;
• Accounting and bookkeeping providers for financial administration;
• Insurance providers, loss adjusters, and claims handlers where relevant to a claim or incident;
• Subcontracted service partners where required to fulfil a booking;
• Professional advisers such as legal or compliance advisers;
• Public authorities where disclosure is required by law.

Where processors are used, they are required to process personal data only on our instructions, keep it secure, and comply with applicable data protection obligations. We do not sell your personal data.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or suitable contractual protections. We will only make such transfers where necessary and lawful.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we continually review our security practices and take reasonable steps to protect the information we hold.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

• 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 ask us to delete your data in certain circumstances.
• Right to restrict processing – to request that we limit how we use your data in certain situations.
• Right to object – to object to processing based on legitimate interests, including certain direct marketing activities.
• Right to data portability – to receive certain data in a structured, commonly used, machine-readable format where applicable.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exemptions or limitations. We will respond to valid requests in accordance with applicable law.

10. How to Exercise Your Rights

If you wish to exercise any of your rights, please provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We will deal with requests within the timeframe required by law and will let you know if we need more information or additional time in complex cases.

Complaints

If you believe your data has been handled improperly, you have the right to raise a concern with the relevant data protection authority. You may also contact us to allow us the opportunity to address your concern directly. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

11. Cookies and Similar Technologies

If we use cookies or similar technologies on any digital services, they are used only where necessary, helpful for functionality, or permitted by law. Where required, we will provide further information and seek consent before placing non-essential cookies. You can also manage cookie settings through your browser or device settings.

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 protection practices. Any updated version will apply from the date it is posted or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

This Privacy Policy is intended to provide clear and transparent information about our data processing practices for all Man And A Van Soho customers in area. By using our services, you acknowledge that your personal data will be handled in accordance with this policy and applicable law.

We process only the data needed to deliver our services, comply with the law, and protect legitimate business interests.