Privacy Policy - Man With Van Maidavale

Man With Van Maidavale is committed to protecting the privacy and personal data of everyone who uses our services. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Man With Van Maidavale customers in the area, including anyone who requests a quote, books a service, receives a service, or otherwise interacts with us in connection with removals, deliveries, or related moving services.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only process personal information where we have a lawful basis to do so and we aim to keep all data accurate, secure, and limited to what is necessary for the purpose.

1. Personal Data We Collect

We may collect and process several categories of personal data, depending on how you interact with us and the services you request. The information we collect may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including moving dates, property access information, inventory information, special handling requirements, and delivery instructions.
Billing and payment data such as payment confirmation, invoice details, and transaction records. We do not store full card details where payment processing is handled securely by third-party providers.
Communication records such as emails, messages, telephone notes, and any complaints or feedback you provide.
Technical and usage data where relevant, such as basic device or browser information if you visit a digital service connected to our business systems.

We usually collect personal data directly from you when you request a quote, make a booking, give instructions, complete payment, or contact us. We may also receive information from third parties where necessary for the delivery of a service, for example from a landlord, estate agent, property manager, or another party acting on your behalf.

2. How We Use Personal Data

We use personal data only for legitimate business and legal purposes connected to our services. This may include:

Providing quotations and managing bookings.
Planning, carrying out, and completing moving or transport services.
Communicating with you about service arrangements, changes, or issues.
Processing payments, issuing invoices, and maintaining financial records.
Handling complaints, claims, and customer support matters.
Maintaining business records and ensuring quality control.
Meeting legal, accounting, insurance, and regulatory obligations.

We will not use your personal information in a way that is incompatible with the purpose for which it was collected, unless we are legally permitted to do so or you have given consent where required.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. Depending on the context, we may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing associated payment and service arrangements.

Legal Obligation

We may process personal data to comply with legal requirements, including tax rules, accounting obligations, record keeping, and responses to lawful requests from public authorities.

Legitimate Interests

We may process information where it is necessary for our legitimate interests and where your rights and freedoms do not override those interests. This may include managing our business operations, preventing fraud, improving service quality, and resolving disputes.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for certain optional communications. If we use consent as a lawful basis, you may withdraw it at any time.

4. Sharing Personal Data and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary for the operation of our business and the delivery of services. These third parties may act as processors or independent controllers depending on the circumstances.

Examples of processors and service providers may include:

Payment processors that securely handle card or electronic payments.
Accounting and bookkeeping providers that help with financial administration.
IT and data storage providers that support email, document storage, scheduling, and system maintenance.
Customer communication tools used to manage service messages or records.
Insurance providers and claims handlers where required for assessing or managing an insurance matter.
Professional advisers such as lawyers, insurers, or auditors where necessary.

Where we use processors, we ensure they are bound by appropriate contractual obligations to process personal data only on our instructions, keep it secure, and comply with data protection law.

We may also share personal data if required by law, to protect our rights or property, to prevent fraud or misuse, or to support lawful investigations. If any transfer outside the UK or EEA is required, we will ensure appropriate safeguards are in place.

5. Data Retention

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

Quote and enquiry records may be kept for a limited period to manage follow-up queries and business administration.
Booking, service, and payment records may be retained for the duration of the contractual relationship and for a further period required by law.
Complaint and claim records may be kept longer where needed to resolve disputes or satisfy insurance requirements.

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

6. Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to information on a need-to-know basis.

Although we work hard to protect personal data, no system can be guaranteed completely secure. If a personal data breach occurs, we will act in accordance with applicable law and notify affected individuals or regulators where required.

7. Your Rights

As a data subject under the UK GDPR, you have several rights in relation to your personal data. These rights may not apply in every situation, but 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 restriction - you can ask us to limit processing in certain cases.
Right to data portability - you can request transfer of certain data in a structured format where applicable.
Right to object - you can object to processing based on legitimate interests or direct marketing where relevant.
Right to withdraw consent - where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal time limits and requirements. We may need to verify your identity before acting on a request. In some cases, we may be entitled to refuse or limit a request where the law allows.

8. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it unless we are legally required to retain it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is made effective. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

10. Summary of Our Commitment

Man With Van Maidavale respects your privacy and handles personal data responsibly. We collect only the information needed to provide services, communicate effectively, manage payments, and meet legal requirements. We use lawful bases under the UK GDPR, share data only with appropriate processors or where required by law, and retain data only as long as necessary. We also recognise your rights and aim to respond to any concerns fairly and promptly.

This policy applies to all Man With Van Maidavale customers in the area and forms part of our commitment to lawful, transparent, and secure data handling.