Privacy Policy - Man With Van North End

This Privacy Policy explains how Man With Van North End collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man With Van North End customers in the area, including prospective customers, current customers, and anyone who contacts us to request a quote, book a service, or make an enquiry.

We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Information We Collect

We only collect information that is necessary to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the names of people acting on your behalf.
Contact details such as your address, email address, and telephone number.
Service information including pickup and delivery locations, property access details, moving dates, item descriptions, and any special handling requirements.
Billing and payment information such as payment records, invoicing details, and transaction references.
Communication records including emails, messages, notes from phone calls, and any feedback or complaints you provide.
Technical data such as basic website or device information, if you interact with our digital services, including IP address, browser type, and usage patterns.
Additional information that you choose to provide, for example access instructions, parking details, or information about vulnerable circumstances that may affect service delivery.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or unless a legal basis applies. If such data is shared with us, we will handle it with appropriate care and only where permitted by law.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and carry out moving or transport services.
To communicate with you before, during, and after a service.
To manage payments, invoices, refunds, and account records.
To plan logistics, allocate staff, and ensure safe and efficient delivery.
To respond to enquiries, complaints, and claims.
To maintain internal records and improve our operations and customer service.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity and to protect our business and customers.

We only use personal data for the purpose for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law allows it.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, Man With Van North End relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling bookings, delivering services, issuing invoices, and managing service communications.

Legal Obligation

We may process data when we are required to do so by law, including for tax, accounting, business record-keeping, and compliance with lawful requests from 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 improving our services, managing our operations, preventing fraud, and maintaining security.

Consent

In limited cases, we may rely on your consent, for example where you have agreed to receive certain types of marketing communication. Where consent is used, you may withdraw it at any time.

Vital Interests

In exceptional circumstances, we may process information to protect someone’s life or physical safety, for example if urgent assistance is required during a service.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The retention period may vary depending on the type of information and the nature of the service provided.

Booking and service records are typically retained for a reasonable period after the service is completed to manage follow-up queries, disputes, or claims.
Financial and tax records are retained for the periods required by law.
Communication records may be kept for as long as needed to resolve customer service issues or maintain business records.
Marketing preferences are retained until you opt out or withdraw consent.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures. We do not keep data indefinitely.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with legal obligations. These third parties may act as data processors or independent controllers depending on the service they provide.

Examples of processors or recipients may include:

IT and cloud service providers that host email, data storage, or booking systems.
Accountants and tax advisers who assist with financial administration and legal compliance.
Payment service providers that process card or electronic payments.
Insurance providers and claims handlers where necessary to manage incidents or liabilities.
Professional advisers such as legal advisers where support is needed for business or compliance matters.
Regulatory or law enforcement bodies where disclosure is required by law.

Where we use processors, we require them to handle personal data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell your personal data.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected incident.

7. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict how we use your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and is carried out by automated means.
Withdraw consent at any time, where consent is the basis for processing.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly.

8. Children’s Data

Our services are generally aimed at adults. We do not knowingly collect personal data from children unless it is necessary for service arrangements and provided by a parent, guardian, or authorised adult. Where children’s data is involved, we handle it with extra care and only as required for the service.

9. International Transfers

Where a processor or service provider stores or processes data outside the UK, we will take appropriate steps to ensure that adequate safeguards are in place. These may include recognised transfer mechanisms and contractual protections designed to preserve the security and privacy of your information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

11. Summary of Key Principles

Lawfulness: we process data only where we have a valid legal basis.
Transparency: we explain clearly how your data is used.
Data minimisation: we collect only what is necessary.
Accuracy: we take steps to keep records correct and up to date.
Storage limitation: we keep data only as long as needed.
Security: we protect data using appropriate safeguards.

Man With Van North End is committed to respecting your privacy and handling your personal information responsibly. If you use our services, request a quote, or otherwise interact with us, this policy explains the standards we follow to protect your data and uphold your rights.