Privacy Policy - Stjohnswood Man And Van

This Privacy Policy explains how Stjohnswood Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removal, transport, and related services. It applies to all Stjohnswood Man And Van customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Stjohnswood Man And Van acts as a data controller when we determine the purposes and means of processing personal data. This means we decide what information is needed to manage enquiries, carry out bookings, deliver services, process payments, and meet our legal and business obligations. We take privacy seriously and aim to collect only the information that is necessary and relevant.

2. Personal Data We Collect

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

Identity information such as your name and, where relevant, business name.
Contact information such as telephone number, email address, and service address.
Booking and service details including moving dates, collection and delivery locations, inventory information, property access details, and special handling instructions.
Payment information such as payment status, billing records, and limited transaction details required to manage invoices and account records.
Communication records including messages, call notes, complaints, and service-related correspondence.
Technical information such as basic website or device information if you interact with our online services, where applicable.
Evidence needed for claims or disputes such as photographs, notes, and service documentation.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement, for example to support access arrangements or other operational needs. Where such information is processed, we do so only with appropriate safeguards and a lawful basis under data protection law.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To plan and deliver removal, transport, packing, loading, unloading, and related services.
To manage bookings, schedules, and customer requests.
To process payments, invoices, receipts, and refunds where applicable.
To communicate with customers about service updates, changes, or issues.
To maintain internal records and improve the quality of our services.
To handle complaints, disputes, and insurance or liability matters.
To meet legal, accounting, tax, and regulatory requirements.
To prevent fraud, misuse, or other unlawful activity.

We only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows us to do so.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, our lawful bases include:

Contract

We process data because it is necessary to enter into and perform a contract with you. This includes taking enquiries, arranging quotes, managing bookings, providing moving services, and handling payment-related administration.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include service improvement, business administration, record keeping, responding to complaints, and protecting our business from fraud or misuse.

Legal Obligation

We may process data where required to comply with a legal obligation, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information that is not required to deliver the service. Where consent is used, you can 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 who help us operate our business and deliver services. These parties act as processors or, in some cases, independent controllers. We require them to handle data securely and only according to our instructions or their own legal responsibilities.

Examples of processors may include:

Payment service providers that help process card or online payments.
Accounting and bookkeeping providers that support invoicing, tax records, and financial administration.
IT and cloud service providers that store data, manage systems, or provide communications tools.
Scheduling and administration tools used to organise bookings and customer records.
Professional advisers such as insurers, legal advisers, or claims handlers where necessary.
Regulatory, law enforcement, or public authorities where we are legally required to disclose information.

We do not sell personal data. If data must be transferred outside the UK, we will ensure appropriate safeguards are in place so that your information remains protected to the required legal standard.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal or operational requirements. Retention periods may vary depending on the type of record and the reason it is held.

Enquiry records may be kept for a reasonable period to manage follow-up communication and business administration.
Booking and service records are generally kept for the duration of the customer relationship and for a further period where needed for claims handling or audit purposes.
Financial and accounting records are retained for the period required by law.
Complaint, dispute, or insurance records may be held longer where necessary to resolve issues or defend legal claims.

When personal data is no longer required, we take appropriate steps to delete, anonymise, or securely archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party systems. While no system can be guaranteed to be completely secure, we work to reduce risks and maintain a responsible standard of protection.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

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 – in certain cases, you can ask us to delete your data.
Right to restriction – you can request that we limit how we use your data in some situations.
Right to data portability – you may request that certain data be provided to you or another controller in a structured format.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.
Right to complain – you can raise concerns with the UK data protection authority if you believe your rights have been infringed.

We encourage customers to contact us first with any privacy concern so we can review and address the issue promptly. We will respond to valid requests in accordance with applicable legal timeframes.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request provided by a parent, guardian, or authorised adult. If we become aware that we have collected data from a child without appropriate authority, we will take reasonable steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or how we provide our services. Any revised policy will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Stjohnswood Man And Van is committed to using personal data fairly, securely, and transparently. We collect only what is necessary, use it for clear and lawful purposes, keep it only as long as needed, and respect the rights of every customer in the area. Our approach is designed to protect privacy while allowing us to deliver reliable and professional moving services.

This Privacy Policy applies to all Stjohnswood Man And Van customers in area.