Man and Van Soho Privacy Policy
This Privacy Policy explains how Man and Van Soho collects, uses, stores and shares personal data relating to customers and prospective customers in the Soho area. We are committed to protecting your privacy and handling your personal information in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all services provided by Man and Van Soho in the Soho area, including enquiries, quotations, bookings, removals, transport services and related customer support, whether you contact us online, by phone, or in person.
Data Controller
For the purposes of data protection law, Man and Van Soho is the data controller for the personal data described in this Privacy Policy. This means that we determine why and how your personal data is processed and are responsible for ensuring it is handled in line with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or contact us:
Identification and contact details, such as your name, title, postal address, collection and delivery addresses, and contact details including your preferred contact method.
Booking and service information, such as dates and times of moves, nature and size of the items to be moved, access details for properties, service preferences, instructions and any notes needed to complete your move safely and efficiently.
Communication records, including your enquiries, quotes, emails, messages and any feedback or complaints you submit, as well as our responses.
Payment and billing information, such as amounts payable, payment status and basic transaction records related to invoices and receipts. We do not store full payment card details; where you make a card payment, this is processed by a secure payment processor.
Technical and usage data, where applicable when you visit our website, such as your IP address, browser type, basic device information and pages you visit. This is typically collected through standard server logs and similar technologies in order to improve our services and maintain security.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so under the UK GDPR. Depending on the context, we rely on the following lawful bases:
Contract. We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, delivering moving and transport services and handling associated payments and communications.
Legal obligation. We may process your information where this is required to comply with legal and regulatory obligations, such as tax and accounting rules or responding to lawful requests from public authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. These legitimate interests include managing and improving our services, handling customer enquiries, protecting our business, preventing fraud and ensuring the security of our systems and vehicles.
Consent. In limited situations, we may rely on your consent, for example for certain types of optional marketing. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotations for our services.
To set up, manage and fulfil bookings, including planning routes, assigning vehicles and staff, and communicating with you about your move.
To issue invoices, process payments and maintain appropriate financial and accounting records.
To communicate with you about changes to your booking, service updates or other necessary information related to your contract with us.
To manage our business operations, including logistics planning, vehicle deployment, staff allocation, training and quality control.
To improve our services, address feedback, handle complaints and conduct basic analysis of how our services are used.
To protect our rights, property and safety and those of our customers, staff and others, including preventing and detecting misuse or fraudulent activities.
Data Processors and Sharing of Personal Data
We may share your personal data with selected third parties who act as data processors on our behalf. These processors only process your personal data under our instructions, for the purposes described in this Privacy Policy and subject to appropriate contractual safeguards. Such processors may include:
IT and hosting providers who supply and maintain systems, databases, email and secure storage used to manage our business.
Payment processors who facilitate secure processing of card or electronic payments.
Professional advisers, such as accountants or legal advisers, strictly where needed for legitimate business and legal purposes.
We may also share personal data with other third parties where required by law, in connection with legal proceedings, to protect our legal rights, or in the event of a business transfer or reorganisation, in which case we will seek to ensure your rights continue to be protected.
We do not sell your personal data. We also do not share it with third parties for their own independent marketing purposes.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
Enquiry and quotation records are generally retained for a limited period necessary to follow up on your request and internal reference, after which they are securely deleted or anonymised unless a booking is made.
Booking, service and transaction records are typically retained for a period consistent with applicable legal and tax requirements. After this period, data is either securely deleted or irreversibly anonymised.
Communication records and complaint files are retained for a reasonable period to help us address any issues, improve our services and defend our legal rights if necessary.
The precise retention periods may vary depending on the type of data and our legal obligations, but we regularly review the personal data we hold and apply criteria to ensure it is not kept longer than necessary.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded a level of protection equivalent to that provided by UK data protection law. This may include using appropriate safeguards such as approved standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, staff training, secure storage, encryption and regular review of our security procedures. While no system can be completely secure, we work to ensure that the level of security is appropriate to the risks associated with the personal data we handle.
Your Rights Under GDPR
If you are a customer or prospective customer of Man and Van Soho in the Soho area, you have certain rights in relation to your personal data under the UK GDPR. These include:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.
Right to rectification. You have the right to request that any inaccurate or incomplete personal data we hold about you is corrected.
Right to erasure. In certain circumstances, you may request that we delete your personal data. This right is not absolute and may be limited, for example where we need to retain information to comply with legal obligations or to defend our legal rights.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or investigate an objection.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue or it is required for legal reasons.
Right to data portability. Where our processing is based on your consent or on a contract and is carried out by automated means, you may request a copy of your personal data in a commonly used, machine-readable format and ask us to transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
How to Exercise Your Rights and Contact Us
You can exercise your data protection rights, or raise questions or concerns about how we handle your personal data, by contacting Man and Van Soho using the contact details provided on our main customer communications or website. When you contact us, we may need to verify your identity to ensure your request is handled securely and appropriately.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time in response to changes in legal, technical or business developments. When we make significant changes, we will take appropriate steps to inform you, which may include posting a clear notice on our website or informing you directly where feasible. The date of the latest version will be indicated within the policy, and we encourage you to review it periodically to stay informed about how we protect your personal data.
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Opening Hours: Monday to Sunday, 07:00-00:00
Postal code: W1H 1NF
City: London
Country: United Kingdom
Web: https://manandvansoho.org.uk/
Description: Our friendly removal experts are available to you 24/7 in and around Soho, W1. Book their fast and efficient service and get a free estimate.
