Privacy Policy
Soho Man and Van Privacy Policy
This Privacy Policy explains how Soho Man and Van collects, uses, stores and protects personal data of its customers and prospective customers. It applies to all Soho Man and Van customers and website visitors within our service area who use or enquire about our removal, transport or related services.
Who We Are and Scope of This Policy
Soho Man and Van is a provider of man and van, moving and transport services. In the context of the UK General Data Protection Regulation and the Data Protection Act 2018, Soho Man and Van acts as the data controller for the personal data described in this Privacy Policy.
This Privacy Policy applies to all personal data processed in connection with our services, including when you contact us, request a quote, make a booking, use our website, or interact with us in any other way as a customer or prospective customer within our service area.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, collection and delivery addresses, contact preferences.
Booking and service information: dates and times of moves, inventory or item descriptions, access details for properties, special handling instructions, and any communications relating to a specific booking.
Payment and transaction data: payment method details, billing address, transaction history and amounts paid. Payment card details may be processed by our payment service provider rather than directly by us.
Communication records: messages, enquiries, feedback and complaints made by phone, text, online forms or other channels, and notes of conversations where relevant to the service.
Technical and usage data: limited technical data from your use of our website such as device information, browser type and usage patterns, which may be collected through cookies or similar technologies where applicable.
How We Collect Personal Data
We collect personal data directly from you when you:
Request a quote or make an enquiry about our services.
Make a booking with us or use our services.
Communicate with us by phone, text, online form or other means.
Provide feedback, reviews or participate in surveys.
Use our website, where certain technical data may be collected automatically.
We may also receive limited personal data about you from third parties, for example from comparison platforms or partner businesses where you have requested a quote, or from payment providers confirming that a payment has been completed.
Lawful Bases for Processing
We rely on the following lawful bases under the UK GDPR to process your personal data:
Contract: We process personal data that is necessary to provide you with a quote, enter into a contract with you and deliver our services, including managing bookings, carrying out moves, taking payment and communicating with you about your service.
Legal obligation: We process certain data to comply with legal and regulatory requirements, including tax, accounting and record-keeping obligations and to respond to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not outweighed by your rights and interests. This includes managing and improving our services, handling customer enquiries, preventing fraud and misuse, and maintaining accurate business records.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you can withdraw it at any time by contacting us.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, confirm availability and create bookings for our services.
To plan and carry out moves, including accessing properties, handling items and delivering goods to the correct address.
To process payments, issue invoices and manage any refunds.
To communicate with you about your enquiry or booking, including confirmations, updates and any changes to your service.
To handle customer service issues, complaints, claims and feedback.
To manage our business operations, including internal record keeping, accounting, reporting and service improvement.
To maintain the security of our systems and to prevent, detect and investigate fraud or other unlawful activity.
To send service-related information and, where permitted, limited marketing about similar services or offers that may be of interest to you. You can object to marketing at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers and data processors: We may share data with third parties who provide services to us, such as payment processing, accounting and bookkeeping, IT hosting and support, customer relationship management systems, communication tools, and document storage. These providers act as data processors and are only permitted to process your personal data on our instructions and for the purposes we specify.
Professional advisers: We may share data with our professional advisers, including lawyers, accountants and insurers, where this is necessary for the establishment, exercise or defence of legal claims, or for compliance and business management purposes.
Public authorities and law enforcement: We may disclose personal data where required by law or where we consider it necessary to protect our legal rights or the rights of others, or to assist in the prevention and detection of crime or fraud.
Any data sharing is carried out in accordance with data protection law, and we take steps to ensure that anyone who receives personal data from us protects it appropriately.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting and reporting requirements.
In general, we will keep basic customer and transaction data for a period required under applicable tax and accounting rules. Enquiry and booking information may be retained for a period after completion of a service to handle any follow-up questions, complaints, claims or repeat bookings.
Where personal data is no longer needed for the purposes for which it was collected, we will either securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
International Transfers
Our core operations are based in the United Kingdom. If we use service providers or systems that involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of data protection, or entering into data transfer agreements that include standard contractual clauses or equivalent protections.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction or damage. Measures may include restricted access to personal data, secure storage, the use of passwords and other access controls, and staff awareness of data protection responsibilities.
While we take reasonable steps to protect your personal data, no method of transmission or storage is entirely secure. You are responsible for ensuring that any personal data you send to us is transmitted in a secure manner and for keeping any communication devices or accounts secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Soho Man and Van customers and individuals in our service area whose data we process, subject to certain legal conditions and exemptions.
Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data.
Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations.
Right to data portability: You may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller 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. If you object to direct marketing, we will stop sending it to you.
Rights in relation to automated decision-making: We do not carry out automated decision-making that produces legal or similarly significant effects on you.
If you wish to exercise any of these rights, you can contact us using the contact details provided on our website or in your booking documents. We may need to confirm your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, please contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office, or with any other competent supervisory authority if you are located outside the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any updated version will be made available through our website or otherwise provided to you. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
