Privacy Policy - Man With Van Woodford Green

This Privacy Policy explains how Man With Van Woodford Green collects, uses, stores, shares, and protects personal data in connection with the services it provides. It applies to all Man With Van Woodford Green customers in the area, including anyone who requests a quote, books a service, receives a service, or otherwise interacts with us in relation to moving, transport, packing, loading, unloading, or related van services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. The type of information collected may include:

Identity details such as your name and title.
Contact information such as address, email address, and telephone number.
Booking and service details including pickup and delivery addresses, dates, times, property access details, inventory information, and any special handling instructions.
Payment-related information such as transaction records, invoice details, and payment status.
Communication records including emails, messages, enquiry forms, and notes relating to customer service.
Technical information if you contact us through digital means, such as IP address, device type, and basic usage data, where applicable.
Health or accessibility information only where you voluntarily provide it and it is necessary to carry out the service safely, for example if specific lifting assistance or access arrangements are needed.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or where we are legally permitted to do so.

2. How We Use Personal Data

Your personal data is used for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver moving and van services.
To manage customer bookings, schedules, and logistics.
To process payments, issue invoices, and maintain records.
To communicate important service updates or changes.
To handle complaints, queries, and customer support requests.
To maintain security, prevent fraud, and protect our business and customers.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, training, and operational efficiency.

We only use personal data in ways that are compatible with the original purpose for which it was collected, unless we have a valid lawful basis to use it differently.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote you have requested, confirming a booking, carrying out the move, and handling related billing or service administration.

Legal Obligation

We may process and retain certain information where we are required to do so by law, including tax, accounting, insurance, or record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that your interests and rights do not override those interests. Examples include managing customer relations, improving services, maintaining security, preventing misuse, and keeping business records.

Consent

In limited circumstances, we may rely on your consent, for example where we ask for optional information that is not necessary for a service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Retention

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

Quotation and enquiry records may be kept for a reasonable period to allow follow-up, service improvement, and reference to previous communications.
Customer booking and service records may be retained for the duration of the service relationship and for a period afterward to handle queries, disputes, or claims.
Financial and tax records may be retained for the period required by law.
Complaint and support records may be retained for as long as needed to resolve the issue and maintain evidence of resolution.

When information is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices and applicable law.

5. Processors and Sharing of Data

We may use trusted third-party processors to help us operate our business and deliver services. These processors only act on our instructions and are required to protect your data and use it only for specified purposes.

Examples of processors may include:

IT and system providers that support data storage, communication tools, and business administration.
Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that help maintain financial records and tax compliance.
Scheduling or customer management tools used to manage bookings and service coordination.
Professional advisers such as legal, insurance, or compliance advisers where necessary.

We may also disclose personal data where required by law, regulation, court order, or governmental request, or where disclosure is necessary to establish, exercise, or defend legal claims.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, to keep your information secure and protected.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed to be completely secure, we work to maintain reasonable and proportionate safeguards.

Access to personal data is limited to people who need it for legitimate business purposes. We also encourage good data handling practices and review our processes periodically to maintain security and confidentiality.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal conditions and exemptions, but we will always consider any 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 – in some circumstances, you can ask us to delete your personal data.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request that we provide certain data in a structured, commonly used format where applicable.
Right to object – you may object to processing based on legitimate interests, including direct marketing where relevant.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We would appreciate the chance to address your concerns first, but this does not limit your right to contact the regulator.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidental and necessary in the course of arranging a service, such as where a family household is involved. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

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

10. Summary of Our Commitment

Man With Van Woodford Green is committed to processing personal data responsibly, securely, and transparently. We collect only the information needed to provide reliable services, rely on clear lawful bases for processing, retain data only for appropriate periods, use trusted processors under proper controls, and respect your rights at every stage. This policy applies to all Man With Van Woodford Green customers in the area and forms part of our commitment to privacy and trust.