Man With A Van Privacy Policy

This Privacy Policy explains how Man With A Van collects, uses, stores and protects personal data relating to our services. It applies to all Man With A Van customers in our service area, as well as prospective customers who contact us with enquiries. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws.

Who We Are and Scope of This Policy

Man With A Van is a transport and removal service provider. When we refer to we, us or our in this Privacy Policy, we are referring to Man With A Van as the controller of your personal data. This Privacy Policy applies to personal data we process in connection with our services, including bookings, quotes, enquiries, and customer support. By using our services or contacting us, you acknowledge that you have read this Privacy Policy.

Types of Personal Data We Collect

We only collect personal data that is relevant for providing and managing our services. The types of data we may collect include:

Identification and contact details such as full name, postal address, collection and delivery addresses, and any alternative contact person details provided by you.

Communication details such as email addresses and any messages or correspondence you send to us, including enquiry details, feedback and complaints.

Service and booking information such as requested dates and times, job descriptions, inventory notes, access details, instructions relating to the move or delivery, and records of services we have provided to you.

Billing and payment related information such as invoices, records of payments made, and information needed to process payments, excluding full card numbers or bank details when payments are handled directly by secure payment providers.

Technical and usage information such as details about how you contact us, for example via online forms, messaging channels or telephone, and basic device or browser information where this is required for security or troubleshooting.

How We Collect Personal Data

We collect personal data in several ways, including:

Directly from you when you request a quote, make a booking, contact us with a question, provide feedback, or otherwise communicate with us.

From third parties where you have authorised them to share your details with us, for example comparison sites or referral partners, or where another person books a service on your behalf and provides your contact details or address.

Automatically through our use of basic technical tools that help us operate our website or communication channels securely and efficiently, where permitted by applicable law.

Lawful Bases for Processing Your Data

We only process your personal data where we have a lawful basis to do so. Depending on the context, this will include one or more of the following:

Contract. We process personal data where it is necessary to enter into or perform a contract with you, for example to provide moving services, confirm bookings, issue invoices, and manage your account.

Legal obligation. We process personal data where we are required to do so by law, such as maintaining records for tax, accounting or insurance purposes, or responding to lawful requests from public authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and interests do not override these. This includes managing our business operations, improving our services, handling customer queries and complaints, and maintaining security and fraud prevention.

Consent. In limited cases, we may rely on your explicit consent, for example where we send certain types of marketing communications that are not covered by our legitimate interests. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including preparing quotes, confirming bookings, planning routes, carrying out moves or deliveries, and communicating with you about your job.

To manage customer relationships, including handling enquiries, responding to requests for information, recording and resolving complaints, and obtaining feedback to improve our services.

To administer billing and accounts, including issuing invoices, processing payments through approved payment processors, and keeping accurate financial records.

To operate, maintain and improve our business, including training staff, monitoring service quality, and developing our service offerings.

To comply with legal and regulatory obligations, including record keeping, insurance requirements, and cooperating with regulatory or law enforcement bodies when required.

To protect our rights, property and safety, and those of our customers and third parties, including fraud prevention and security measures.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying legal, accounting or reporting requirements.

In general, we retain customer records, booking details and related communications for a period that reflects applicable limitation periods for legal claims and mandatory record keeping requirements. After this period, data is securely deleted, anonymised or archived where permitted by law.

Where we process personal data on the basis of your consent for a specific purpose, we will retain that data until you withdraw your consent or until it is no longer needed for the relevant purpose, whichever occurs first, unless a longer retention period is required by law.

Sharing Your Personal Data and Use of Processors

We do not sell your personal data. We share your data only when this is necessary and lawful, including:

Service partners and subcontractors who assist us in delivering our services, for example additional drivers or vehicles, or specialised handling providers. These parties are given only the information they need to perform their role.

Professional advisers such as accountants, auditors, legal advisers or insurance providers, where disclosure is necessary for the services they provide to us.

Payment service providers that process payments securely on our behalf. These providers act as independent controllers or processors depending on their role and may handle your payment details directly.

IT and communications service providers that host or support our systems, communication tools or data storage. Where such providers act as data processors, they are bound by written agreements that require them to protect your data and process it only in accordance with our instructions.

Public authorities or law enforcement agencies where we are required to do so by law, or where disclosure is necessary to protect our rights or the safety of others.

Where personal data is transferred to processors or partners located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as recognised adequacy decisions or standard contractual clauses, in accordance with applicable data protection laws.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff and contractors who need it to perform their duties, using secure storage and communication methods where appropriate, and providing training on data protection responsibilities.

While we take reasonable steps to protect your data, no method of transmission or storage can be guaranteed as completely secure. You are responsible for ensuring that any personal data you send to us is provided securely and that any devices or accounts you use to communicate with us are appropriately protected.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These include:

The right of access. You can request confirmation of whether we process your personal data and request a copy of that data.

The right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

The right to restrict processing. You can request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.

The right to object. You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

The right to data portability. Where we process your personal data by automated means based on your consent or a contract, you can request that we provide your data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.

The right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

How to Exercise Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we use your personal data, you can contact us using the details provided on our website or through the communication method you used when you first contacted us. We may need to verify your identity before we can respond fully to your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We would appreciate the opportunity to address your concerns directly before you approach a supervisory authority, so we encourage you to contact us in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. Any changes will be posted in the latest version of the Privacy Policy made available to you. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.