Privacy Policy
Man and a Van Soho Privacy Policy
This Privacy Policy explains how Man and a Van Soho collects, uses, stores, and protects personal data relating to customers and prospective customers in the Soho area. It is intended to ensure compliance with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Privacy Policy applies to all Man and a Van Soho customers in the area, including individuals and business clients, and covers all services provided under the Man and a Van Soho name.
Who we are and scope of this policy
Man and a Van Soho is a removals and transportation service operating in the Soho area. In relation to the personal data of our customers, we act as a data controller. This means we determine the purposes and means of processing your personal data. This Privacy Policy applies whenever we process personal data in connection with enquiries, bookings, services, or communications involving Man and a Van Soho.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include the following categories of information.
Contact details such as your name, address, service pick-up and drop-off addresses, and any alternative contact locations you provide relating to your move or transport job.
Communication details such as your preferred method of contact and the content of communications you send to us, including enquiries, quotes, booking confirmations, and feedback about our services.
Service and booking information such as dates and times of your move or transport, details of items to be moved, access information for properties, special instructions, and any related logistical information that you provide.
Payment and billing details such as the amount charged, payment method type, and transaction references that relate to your booking. We do not store your full card details if these are processed through a third-party payment provider.
Technical and usage data such as basic information about how you interact with our online presence or digital tools, where applicable, including approximate location data derived from your device or the information you submit when requesting a quote in the Soho area.
How we collect your data
We collect personal data in the following ways. Directly from you when you make an enquiry, request a quote, book a service, give feedback, or communicate with us by any method. Indirectly from third parties that you authorise to share your information with us, for example, a partner business that arranges your move and provides your details so that we can perform the service. Automatically, where limited technical or usage information is generated by the devices and systems you use to access our online content, subject to applicable laws and your settings.
Lawful bases for processing
We only process your personal data where we have a valid lawful basis under data protection law. The main lawful bases we rely on are the following.
Contract performance. We process personal data to take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotes, confirming bookings, delivering removals and transport services, and managing payments.
Legitimate interests. We may process personal data where it is necessary for our legitimate interests or those of a third party, and where your interests and fundamental rights do not override those interests. This includes improving our services, handling routine business operations, preventing fraud, and keeping records of bookings in the Soho area.
Legal obligation. We process certain personal data where it is necessary for compliance with a legal obligation, such as record-keeping, accounting, and responding to lawful requests from authorities.
Consent. In limited cases, we may rely on your consent, for example, for certain types of direct marketing. Where our processing is based on consent, you have the right to withdraw your consent at any time.
How we use your personal data
We use personal data to provide and manage our services, including handling your enquiries, preparing quotes, confirming and carrying out bookings, coordinating logistics, and providing customer support. We also use data to manage our business operations, such as maintaining records, invoicing and accounting, managing disputes and complaints, and monitoring service quality across the Soho area. Subject to applicable laws and your preferences, we may use your contact details to send you information about our services or related offerings that may be of interest to you. You may opt out of marketing communications at any time.
Data sharing and processors
We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties may act as data processors, processing personal data on our behalf according to our instructions and applicable data protection laws.
Typical categories of data processors include providers of booking management or customer relationship tools, payment processing services, cloud storage and hosting providers, and professional service providers such as accountants or legal advisers. These processors are only permitted to use your data to provide contracted services to us and must implement appropriate security measures.
We may also share personal data with third parties acting as independent data controllers where required by law, or in the context of legal claims, fraud prevention, or business transactions. In all cases, we will only share the minimum necessary data and will ensure appropriate safeguards are in place.
International data transfers
Where any of our data processors or service providers are located outside the United Kingdom, your personal data may be transferred internationally. In such cases, we will ensure that adequate protections are in place, such as the use of appropriate contractual clauses or other legally recognised transfer mechanisms, to safeguard your data in accordance with UK data protection law.
Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services, maintain accurate business records, comply with legal and regulatory obligations, and resolve disputes. In general, this will mean keeping core booking and billing records for a period consistent with statutory limitation and tax rules, after which the data will be securely deleted or anonymised. Where we rely on consent for specific processing activities, such as certain marketing communications, we will retain the relevant data until you withdraw consent or until it is no longer needed for that purpose, whichever occurs first.
Your data protection rights
As an individual whose personal data is processed by Man and a Van Soho, you have a number of rights under data protection law, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with information about how we use it.
Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure. You may request that we delete your personal data where there is no longer a lawful basis for us to keep it, or where you have withdrawn consent and no other basis applies, subject to any legal obligations to retain certain records.
Right to restriction. You may ask us to limit the way we use your data in certain circumstances, for example while a complaint about accuracy is being investigated.
Right to data portability. You may have the right to receive personal data that you provided to us in a structured, commonly used and machine-readable format, and to request that we transfer it to another organisation where technically feasible.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests, including for direct marketing, and we will stop processing unless we can demonstrate compelling legitimate grounds.
Rights in relation to consent. Where we rely on your consent, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
Security of your data
We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures include limiting access to personal data to staff and processors who need it for their role, using secure storage solutions, and maintaining internal policies and procedures to support ongoing data protection.
Children's data
Our services are aimed at adults and business clients in the Soho area. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that data.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business operations, or applicable laws. When we make changes, we will revise the date of the policy and take steps, where appropriate, to inform you of significant updates. We encourage you to review this Privacy Policy periodically to stay informed about how we process personal data at Man and a Van Soho.
