Privacy Policy - Lambeth Man And Van

Applies to all Lambeth Man And Van customers in the area. This Privacy Policy explains how we collect, use, share, store, and protect personal data when we provide removals, deliveries, transport, and related services. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers of Lambeth Man And Van in the Lambeth area, including people who enquire about our services, request a quotation, book a job, make a payment, receive a delivery, or communicate with us in connection with a service. It also applies to anyone whose personal data we receive while carrying out a service, such as a customer’s representative, a building manager, a landlord, or a recipient of goods.

2. Personal data we collect

We only collect personal data that is necessary for providing our services, managing bookings, handling payment, communicating with customers, and meeting legal obligations. Depending on the service, this may include:

Identity data: name, title, and any relevant business or account name.
Contact data: address, email address, phone number, and delivery or collection location details.
Service data: booking details, property access notes, inventory lists, move size, preferred dates, and service instructions.
Payment data: payment status, transaction references, billing information, and limited financial records required to process or confirm payment.
Communication data: messages, call notes, complaints, requests, and other correspondence.
Technical data: basic information collected when you interact with us electronically, such as device identifiers or usage data, where relevant for security and service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or unless another lawful basis applies. If such data is shared with us by mistake, we will treat it with extra care and only use it where permitted by law.

3. How we use personal data

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

responding to enquiries and providing quotations;
managing bookings and scheduling services;
carrying out removals, transport, loading, unloading, and delivery tasks;
communicating about access, timing, service changes, or issues;
processing payments, issuing receipts, and managing records;
handling complaints, claims, and customer support matters;
meeting tax, accounting, insurance, and legal obligations;
protecting the security of our operations, staff, customers, and property;
improving our services, planning workloads, and maintaining accurate records.

We do not use personal data for unrelated marketing purposes without an appropriate legal basis.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes creating a booking, delivering a service, handling payment, and managing pre-contract enquiries at your request.

Legal obligation

We may process and retain certain data because the law requires us to do so, such as for tax records, accounting obligations, insurance requirements, or compliance with regulatory duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include protecting against fraud, maintaining service records, improving operations, dealing with disputes, and ensuring safe and efficient service delivery.

Consent

In limited situations, we may rely on consent, for example where you actively agree to a specific type of optional processing. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing personal data and processors

We may share personal data with trusted third parties only when necessary for the purposes described in this policy. These third parties act either as processors or as independent controllers depending on the service they provide.

Examples of processors may include:

IT and hosting providers that store or support our records and communication systems;
accounting and bookkeeping providers who help us manage financial records;
payment service providers who handle transaction processing;
customer management or scheduling tools used to organise bookings and service delivery;
professional advisers such as insurers, legal advisers, or auditors where necessary.

Where processors handle personal data on our behalf, they are required to protect it, process it only under our instructions, and maintain appropriate security measures.

We may also share information with:

law enforcement or public authorities where required by law;
courts, insurers, or dispute resolution bodies where necessary;
building managers, landlords, or recipients where needed to complete a service you requested;
other parties when you ask us to share information or where it is clearly necessary to fulfil a booking.

We do not sell personal data.

6. International transfers

Where a processor or service provider stores or accesses data outside the UK, we will take reasonable steps to ensure that appropriate safeguards are in place. These may include standard contractual protections or other lawful transfer mechanisms recognised under UK data protection law.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance, or reporting requirements. Retention periods depend on the type of data and the nature of the service.

Booking and service records: kept for as long as needed to manage the service and resolve any follow-up issues.
Financial and accounting records: retained for the period required by law or standard accounting practice.
Communication records: retained for a reasonable period to handle queries, complaints, and evidence of agreed instructions.
Claims and dispute records: kept longer where needed to establish, exercise, or defend legal claims.

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

8. Data security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limiting access to those who need the information for legitimate business purposes. No method of transmission or storage is completely secure, but we work to maintain a high standard of protection.

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 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 data in certain circumstances;
Right to restriction: to ask us to limit how we use your data in certain situations;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to data portability: to request certain data in a usable format where legally applicable;
Right to withdraw consent: where processing is based on consent;
Right to complain: to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have been infringed.

Some rights are not absolute and may be limited where the law allows. We will assess each request carefully and respond within the time limits set by law.

10. How to exercise your rights

If you wish to exercise any of your rights, we may ask for information to verify your identity before responding. This is to protect your privacy and prevent unauthorised access to personal data. We will provide a clear response and explain any reasons if we cannot comply in full.

11. Children’s data

Our services are intended for adults and business customers arranging transport or removals. We do not knowingly collect personal data from children unless it is incidental to a service and necessary for the lawful performance of that service. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete 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 operational practices. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how their data is used.

13. Summary of our commitment

Lambeth Man And Van is committed to handling personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it secure, retain it only as long as necessary, and respect the rights of every customer in the area we serve. If you use our services, this policy applies to the personal data we process in connection with that service.