Privacy Policy - Man With A Van

This Privacy Policy explains how Man With A Van collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Man With A Van customers in area, including prospective customers, current customers, and individuals who make inquiries on behalf of a customer.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018. This policy should be read carefully so that you understand what data we collect and why we process it.

1. Who this policy applies to

This policy applies to all Man With A Van customers in area and to any person whose personal data we receive in connection with our services. This may include customers, landlords, tenants, business clients, recipients of deliveries, and any other person involved in arranging or receiving our services.

2. Personal data we collect

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

Identity data: name, title, and, where needed, business name.
Contact data: address, email address, telephone number, and delivery or collection location.
Service data: details about the items being moved, access requirements, dates, times, and instructions for the job.
Payment data: billing details, transaction records, and payment confirmation information. We do not intentionally store full card details unless required by our payment provider.
Communication data: messages, notes, complaints, feedback, and service-related correspondence.
Technical data: IP address, browser type, device information, and usage data where applicable.
Verification data: information needed to confirm identity, protect against fraud, or ensure safe delivery.

We generally collect personal data directly from you when you make an enquiry, request a booking, communicate with us, or use our services. In some cases, we may also receive data from third parties such as agents, property managers, or payment providers.

3. How we use your data

We use personal data only for specific and legitimate purposes, including:

providing quotes and managing bookings;
planning and carrying out removals, deliveries, and related services;
communicating with you about your booking or service requirements;
processing payments, invoices, refunds, and account records;
handling complaints, disputes, and claims;
maintaining safety, security, and fraud prevention;
meeting legal, accounting, and tax obligations;
improving our services, operations, and customer experience.

We only collect data that is relevant and necessary for these purposes. We do not use personal data for unrelated purposes without a lawful basis.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you, such as preparing a quote, confirming a booking, moving your items, or issuing an invoice.

Legal obligation

We process data where needed to comply with legal duties, including tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights. This may include service improvement, fraud prevention, administration, and safeguarding.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where consent is required by law. Where consent is used, you may withdraw it at any time.

Vital interests

In rare situations, we may process data to protect someone???s vital interests, such as in an emergency involving health or safety.

5. Sharing your data and processors

We may share personal data with trusted third parties who help us operate our services. These recipients may act as processors or, in some cases, as independent controllers. We require appropriate safeguards and only share data when necessary.

Typical processors or service providers may include:

Payment processors: to handle card and online payments securely.
IT and cloud service providers: to store data, manage systems, and support communication tools.
Accounting and bookkeeping providers: to manage invoices, tax records, and financial administration.
Scheduling or booking tools: to organise appointments and service logistics.
Professional advisers: such as insurers, legal advisers, or auditors where necessary.
Subcontractors or drivers: to complete the agreed service.

We may also disclose data if required by law, to enforce our terms, to protect our rights, or to prevent fraud, loss, or harm. Any processor we use is expected to process personal data only on our instructions and to keep it secure.

6. International transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal measures.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records: kept for the duration needed to complete the service and manage any follow-up issues.
Financial and tax records: kept for the period required by applicable law.
Complaint or dispute records: kept until the matter is resolved and for a reasonable period afterwards.
Enquiry data: kept for a limited time if no booking is made, unless a longer period is necessary for legal reasons.

When data is no longer required, we will delete it, anonymise it, or securely archive it in accordance with our retention practices.

8. How we protect your data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access to data on a need-to-know basis.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs, we will assess the incident and notify affected individuals and regulators where legally required.

9. Your rights

As a data subject, you have rights under data protection law. These rights may be subject to legal limitations, but we will always consider your request carefully.

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: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can request that we limit how we use your data in certain cases.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request transfer of certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully.

10. Children???s data

Our services are not intended for children, and we do not knowingly collect personal data from children except where it is necessary in connection with a service arrangement and with appropriate lawful basis. If we become aware that we have collected data unlawfully, we will take steps to delete it.

11. Third-party links and external services

Where our service process involves third-party systems or platforms, those third parties may have their own privacy policies. We are not responsible for their practices, so we encourage you to review their policies separately. This Privacy Policy applies only to data processed by or on behalf of Man With A Van.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational needs. The latest version will apply from the date it is published or otherwise communicated to you. We encourage customers to review this policy periodically.

13. Summary of key points

Man With A Van collects only the data needed to provide reliable moving and transport services. We process personal data on lawful grounds such as contract, legal obligation, legitimate interests, and, where applicable, consent. We retain data only as long as necessary, share it only with trusted processors or where required by law, and respect your rights under data protection law. This policy applies to all Man With A Van customers in area.