Privacy Policy

Soho Man and Van Privacy Policy

This Privacy Policy explains how Soho Man and Van collects, uses, stores and shares personal data when providing our services. It applies to all Soho Man and Van customers and prospective customers in our service area, as well as visitors who interact with us, for example when making an enquiry or booking our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Personal data we collect

We may collect and process the following categories of personal data, depending on how you interact with us and which services you use:

Identification and contact details, such as your name, address, collection and delivery addresses, and communication preferences.

Booking and service details, such as the date and time of your move or transport, type and quantity of items, access details, property details relevant to the service, and special instructions.

Communication records, including enquiries, messages, and other correspondence relating to quotes, bookings, customer service or complaints.

Payment and transaction information, such as amounts, dates and methods of payment. We do not store full card details when payments are processed through third party payment processors.

Technical and usage data, where applicable, such as basic data generated through your use of our website or online forms, including device type, browser type, and general usage patterns. This may be collected using cookies or similar technologies.

Any other information you choose to provide to us that is necessary for us to provide our services or respond to your queries.

Purposes and lawful bases for processing

We only process your personal data where we have a lawful basis to do so under applicable data protection law. The main purposes and corresponding lawful bases are:

To provide quotations and respond to enquiries. We process your identification, contact and service details in order to answer your questions, provide quotations and discuss potential services. The lawful basis is our legitimate interests in responding to potential customers and, where we progress to a booking, taking steps at your request prior to entering into a contract.

To perform a contract with you. When you book Soho Man and Van, we process your information to manage and deliver the agreed services, including planning and carrying out the move or transport, communicating with you about timings or changes, and handling payment. The lawful basis is performance of a contract and taking steps at your request to enter into a contract.

To manage payments and accounting. We process payment and transaction data to take payment, issue invoices or receipts, maintain our accounts and comply with tax obligations. The lawful bases are performance of a contract and compliance with legal obligations.

To manage customer relationships and support. We use your personal data to handle questions, complaints, feedback, and to provide ongoing customer support. The lawful basis is our legitimate interests in running our business and providing good customer service, and where applicable performance of a contract.

To improve our services and operations. We may use non-identifying or aggregated data, as well as limited personal data, to help analyse how our services are used and to improve efficiency, safety and quality. The lawful basis is our legitimate interests in developing and improving our business and services.

To comply with legal and regulatory obligations. We may process personal data where necessary to comply with legal and regulatory requirements, including record-keeping, fraud prevention, and responding to lawful requests from authorities. The lawful basis is compliance with legal obligations and, where applicable, our legitimate interests in protecting our business.

We will only rely on consent as a lawful basis where it is specifically required, for example for certain types of optional marketing or non-essential cookies. Where we rely on consent, you are free to withdraw it at any time.

Data retention

We keep personal data for no longer than is necessary for the purposes for which it was collected, subject to legal or regulatory requirements that may require us to retain data for longer.

In general, we apply the following guidelines:

Enquiry data that does not lead to a booking is typically kept for a limited period so that we can respond to follow-up questions and analyse enquiry trends. After this period it is either deleted or anonymised.

Booking and contract records are usually kept for a number of years from the date of service completion, to allow us to handle any complaints, queries or legal claims, and to comply with accounting and tax obligations.

Payment and financial records are retained in line with statutory retention periods applicable to accounting and tax law.

Where data is kept for longer for legal, regulatory or security reasons, access is restricted to what is strictly necessary.

When personal data is no longer required, we will securely delete or anonymise it so that you can no longer be identified.

Data sharing and processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy, and we ensure that appropriate safeguards are in place.

Service providers and processors. We may use trusted third party companies to provide services on our behalf, such as payment processing, accounting support, IT hosting, website and booking system providers, and communication tools. These third parties act as data processors and are only permitted to use your personal data in accordance with our instructions and for the agreed purposes.

Professional advisers and insurers. We may share data with legal advisers, accountants, auditors, and insurers where necessary for advice, risk management, or handling legal claims.

Authorities and law enforcement. We may disclose personal data if required to do so by law, regulation, or a court order, or where necessary to prevent or detect crime, fraud, or to protect the rights, property, or safety of our customers, staff, or others.

Business transfers. In the event of a business sale, merger, or restructuring, customer data may be transferred as part of the business assets, subject to appropriate confidentiality and data protection safeguards.

Where we use processors located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with applicable data protection laws.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, but we are committed to respecting and facilitating them.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with information about how it is used.

Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure. In certain circumstances you may request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing. You may request that we limit the way we use your data in certain situations, such as while we are resolving a dispute about its accuracy or our use of it.

Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format and, where technically feasible, transmit it to another controller.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where the processing is for the establishment, exercise or defence of legal claims.

Rights in relation to automated decision-making. Soho Man and Van does not rely on solely automated decision-making that has legal or similarly significant effects on you. If this changes, we will update this Privacy Policy and explain your related rights.

You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how your personal data is being handled. We encourage you to contact us first so we can try to resolve any concerns directly.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting personal data access to staff and service providers who need it for the purposes described in this Privacy Policy.

However, no method of transmission or storage is completely secure, and you should take care when sharing information with us, especially over public networks.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in law. Any updates will be effective from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we use your personal data.

Your continued use of Soho Man and Van services after any changes to this Privacy Policy will be taken as your acknowledgement of those changes, to the extent permitted by law.