Privacy Policy - Man With Van Movers

This Privacy Policy explains how Man With Van Movers collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Movers customers in the area, including prospective customers, current customers, and anyone who interacts with us in connection with a booking, quotation, delivery, or customer service enquiry.

We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws. This policy is written to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Personal data we collect

We collect only the information that is necessary to provide our services, manage our operations, and meet legal obligations. The categories of personal data we may collect include:

Identity information: name, title, and any relevant identification details needed to confirm a booking or verify a service request.
Contact information: address, email address, and telephone number.
Service information: moving date, pickup and delivery locations, property access details, inventory details, and items requiring special handling.
Billing and payment information: invoice details, payment status, and limited financial data required to process transactions.
Communication records: emails, messages, call notes, complaint details, and other correspondence.
Technical information: basic online usage data such as IP address, browser type, and device information, where relevant to website or digital service security.
Special instructions: any information you choose to provide about access needs, fragile goods, or service preferences.

We do not intentionally collect more data than needed. Where you provide information about another person, such as a landlord, building manager, or recipient, you are responsible for ensuring that you have a lawful reason to share that information with us.

2. How we use your data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to perform moving and transport services;
to communicate with you about schedules, access, delivery, and service updates;
to process payments and issue invoices;
to respond to enquiries, complaints, and claims;
to keep accurate business and accounting records;
to maintain security, prevent fraud, and protect our assets;
to improve our services, planning, and customer experience;
to comply with legal, tax, and regulatory obligations.

We only use personal data where we have a valid legal reason to do so. We do not sell personal data to third parties.

3. Lawful basis for processing

Under GDPR, we must identify a lawful basis before processing personal data. Depending on the situation, Man With Van Movers relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out a move, handling payments, and dealing with service-related requests.

Legal obligation

We may process data to comply with legal duties, such as accounting, taxation, record-keeping, insurance requirements, and responding to lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, operational planning, internal administration, and managing customer communications.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific uses not covered by other lawful bases. Where consent is used, you may withdraw it at any time.

4. Retention of personal data

We retain personal data only for as long as necessary for the purpose for which it was collected, unless a longer period is required or permitted by law. Retention periods depend on the type of data and the legal or operational need involved.

Quotation and booking records: kept for a reasonable period to manage services, resolve disputes, and maintain business records.
Invoice and payment records: kept for the period required by tax and accounting law.
Customer correspondence and complaint records: retained for as long as needed to handle the matter and follow up on any related issues.
Technical and security logs: retained for a limited time to support security, troubleshooting, and system integrity.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review our retention practices regularly to ensure data is not kept longer than necessary.

5. Processors and third parties

We may share personal data with trusted third parties who act on our instructions as data processors or, in some cases, as independent controllers. These third parties are only given access to the information they need to perform specific services for us.

Examples of processors may include:

Payment processors: to process card or online payments securely.
Accounting and bookkeeping providers: to support financial records and compliance.
IT and cloud service providers: to store data, support communications, and maintain systems.
Scheduling or customer management tools: to manage bookings and service administration.
Insurance providers and claims handlers: where needed to assess or resolve a claim.

We require all processors to implement appropriate security measures and to process personal data only in accordance with our instructions and applicable law. If data is transferred outside the UK or EEA, we will ensure suitable safeguards are in place.

6. Data security

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

7. Your rights

You have rights over your personal data under GDPR. These rights may be subject to certain conditions and exemptions. They include:

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 information.
Right to erasure: you can request deletion of your personal data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in some situations.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests, including direct marketing where applicable.
Right to withdraw consent: where processing is based on consent, you can withdraw that consent at any time.

To exercise your rights, you may make a request using the communication channels we provide in our service documentation. We will respond within the time limits set by law and may need to verify your identity before acting on your request.

8. Children???s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidental to a service arrangement and necessary for practical reasons, such as access or delivery instructions. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we process personal data.

10. Contact and complaints

If you have concerns about how your personal data is handled, you may raise them through the usual customer communication route for your service. You also have the right to lodge a complaint with the Information Commissioner???s Office if you believe your data protection rights have been infringed.

We value privacy and handle personal information with care. Our goal is to keep data processing lawful, fair, transparent, and limited to what is necessary for providing reliable moving services to our customers in the area.