Privacy Policy - Man With Van Maidavale

This Privacy Policy explains how Man With Van Maidavale collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With Van Maidavale customers in the area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Maidavale provides removals, transport, delivery, and related moving services. In the course of operating these services, we may act as a data controller for personal data that we collect from customers, prospective customers, and other individuals connected with a booking or service request. This means we decide how and why personal data is processed for the purposes described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The types of data we may collect include:

Identity details such as name and title.
Contact details such as phone number and email address.
Service information such as pickup and delivery addresses, move dates, property access details, item descriptions, and special instructions.
Booking and transaction records such as quotes, invoices, payment status, service history, and communication records.
Technical data where applicable, such as device or browser information when you interact with our digital systems.
Customer correspondence including messages, complaints, feedback, and any other information you choose to provide.

We do not intentionally collect more data than is needed for the service. We also do not seek to collect special category data unless you voluntarily provide it and there is a lawful basis to process it. If such information is received incidentally, we will handle it carefully and only where necessary and permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and respond to service enquiries.
To manage bookings, perform moving services, and deliver customer support.
To communicate about schedules, access requirements, service changes, and operational updates.
To process payments, maintain records, and manage accounts.
To resolve disputes, handle complaints, and improve our services.
To comply with legal, tax, accounting, and regulatory obligations.
To protect against fraud, misuse, or security incidents.

We may also use aggregated or anonymised information for internal reporting, service planning, and business improvement. Such information does not identify any individual and is not considered personal data once properly anonymised.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the context, we may rely on one or more of the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, arranging a booking, completing the move, and handling post-service administration.

Legal Obligation

We may process data to meet legal obligations, including record keeping, tax compliance, accounting requirements, and responding to lawful requests from authorities.

Legitimate Interests

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

Consent

In limited cases, we may rely on your consent, for example where it is required by law for certain optional communications or specific types of processing. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing based on consent before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for the operation of our business and the delivery of services. These third parties may act as processors or, in some cases, independent controllers. Processors may include:

Payment service providers that handle transactions securely.
Accounting, invoicing, and bookkeeping providers.
IT, hosting, cloud storage, and software support providers.
Communication and messaging service providers.
Professional advisers such as accountants, auditors, or legal advisers.

Where a third party acts as a processor, it will only process personal data on our instructions and must implement appropriate security and confidentiality measures. We aim to ensure that all processors provide sufficient guarantees regarding GDPR compliance, data security, and lawful handling of information.

We may also disclose personal data where required by law, where necessary to protect our rights or property, or in connection with a business transfer, reorganisation, or similar event, subject to appropriate safeguards.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections. We take steps to ensure that international transfers are carried out in a manner consistent with data protection law and with adequate protection for your information.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason it was processed.

Quotation and booking records may be kept for a period necessary to manage the customer relationship and address follow-up queries.
Transaction and invoice records may be retained for the period required by tax and accounting law.
Service communications and complaint records may be stored for a reasonable time to help resolve disputes or improve service quality.
Technical or security-related logs may be retained for short periods unless a longer period is needed for investigation or compliance.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner. We review retention practices periodically to ensure they remain appropriate.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and periodic review of our data handling practices. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks associated with the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess and respond to requests carefully. Your rights may include:

Right of access — to request a copy of the personal data we hold about you.
Right to rectification — to ask us to correct inaccurate or incomplete data.
Right to erasure — to request deletion of your data where there is no good reason for us to keep it.
Right to restriction — to ask us to limit processing in certain situations.
Right to object — to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability — to receive certain data in a structured, commonly used format where the legal conditions apply.
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 UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults and business or household customers arranging moving services. We do not knowingly collect personal data from children for marketing purposes. If we become aware that we have inadvertently collected a child’s personal data without appropriate justification, we will take reasonable steps to delete it or handle it lawfully.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service operations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

12. Summary of Our Commitment

Man With Van Maidavale is committed to processing personal data responsibly, securely, and in line with GDPR principles such as lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to ensure that personal data is used only where necessary, shared only with appropriate safeguards, and retained only for as long as required. By using our services, customers in the area can be confident that their information is handled with care and respect.