Privacy Policy - Man With Van St Lukes

Last updated: June 2026

This Privacy Policy explains how Man With Van St Lukes collects, uses, stores, shares, and protects personal data. It applies to all Man With Van St Lukes customers in the area, including anyone who makes an enquiry, requests a quote, books a service, or otherwise interacts with us in connection with our removals and van services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to keep information accurate, secure, and used only for lawful purposes.

1. Personal Data We Collect

We collect only the information needed to provide our services, manage bookings, communicate with customers, and meet legal obligations. Depending on how you interact with us, we may collect the following:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as telephone number, email address, and service address.
Booking and service information including move dates, collection and delivery addresses, property access notes, and item details.
Payment and billing information such as payment status, invoices, and transaction records. We do not intentionally store full card details where payment is processed through a third party.
Communication records including emails, call notes, text messages, and enquiry details.
Operational information such as route planning, job scheduling, and service completion notes.
Optional information that you choose to provide, for example special instructions, access arrangements, or vulnerability-related delivery notes where relevant to the job.

We do not seek to collect unnecessary personal data. If you provide information about another person, you should ensure that you have permission to do so and that they understand how their data will be used.

2. How We Use Your Data

We use personal data to operate our business and deliver services efficiently. Typical uses include:

responding to enquiries and providing quotes;
managing bookings and carrying out removals or transport services;
confirming addresses, schedules, and access arrangements;
processing payments and issuing invoices;
communicating service updates and customer support messages;
recording service history for administration and dispute handling;
meeting legal, tax, insurance, and accounting obligations;
protecting our business, customers, staff, and property from fraud or misuse;
improving our services, planning resources, and maintaining operational records.

We will only use your personal data for the purposes described above or for compatible purposes that you would reasonably expect.

3. Lawful Basis for Processing

We process personal data only when a lawful basis under data protection law applies. Depending on the context, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps before entering into a contract. This includes preparing quotes, confirming bookings, delivering services, and handling related communications.

Legal Obligation

We may process and retain certain records to comply with legal requirements, including tax, accounting, insurance, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, preventing fraud, improving service quality, and keeping secure business records.

Consent

Where we rely on consent, we will make that clear at the time. For example, we may ask for consent before using certain optional communications or sensitive non-essential information. You can withdraw consent at any time, where applicable.

4. Sharing and Processors

We may share personal data only when necessary and on a need-to-know basis. We do not sell your personal data. We may disclose information to trusted third parties who act as processors or independent controllers, including:

Payment processors who handle secure transactions and related verification.
Accounting and bookkeeping providers who assist with invoicing, tax records, and financial administration.
IT and cloud service providers who support our email, data storage, scheduling, and system security.
Customer communication tools used for booking confirmations, reminders, and service updates.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities where we are required to do so by law or to protect rights, property, or safety.

When we use processors, they are required to protect personal data, process it only on our instructions, and use appropriate technical and organisational security measures. Where a third party acts as an independent controller, their own privacy notice will apply.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods vary depending on the type of information and the reason for processing.

Enquiry records are typically retained for a limited period after the enquiry is closed.
Booking and service records are retained for the duration needed to manage the job and handle any follow-up matters.
Financial and accounting records are retained for the period required by tax and business law.
Complaint or dispute records may be retained longer where necessary to resolve issues or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. Retention is reviewed periodically to ensure we do not keep information for longer than necessary.

6. International Transfers

In some cases, our processors may store or access data outside the UK. Where this happens, we will ensure appropriate safeguards are in place to protect your personal data to a standard consistent with UK data protection law.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, limited user permissions, and staff confidentiality obligations. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected incident.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your 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, where applicable.
Right to data portability – to receive certain data in a commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need information to verify your identity and assess the request.

9. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect data from children. If we become aware that children’s personal data has been provided to us without lawful basis, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Man With Van St Lukes respects your privacy and only collects the personal data needed to provide services safely and effectively. We process data lawfully, share it only with appropriate processors or where required by law, retain it for no longer than necessary, and support your data protection rights. This policy applies to all Man With Van St Lukes customers in area.