Privacy Policy - Man With A Van Collierswood

Man With A Van Collierswood is committed to protecting your personal data and handling it lawfully, fairly, and transparently. This Privacy Policy explains how we collect, use, store, share, and protect information about our customers in the Collierswood area. It applies to all Man With A Van Collierswood customers in the area, including anyone who enquires about, books, receives, or pays for our removal and transport services.

1. Who We Are

For the purposes of data protection law, Man With A Van Collierswood acts as the data controller for the personal data described in this policy. This means we decide how and why your information is used. We only process personal data where we have a valid legal basis and where it is necessary for delivering our services, meeting legal obligations, or supporting our legitimate business interests.

2. Personal Data We Collect

We may collect and process the following types of personal data when you contact us, request a quote, make a booking, or use our services:

Identity data such as your name and title.
Contact data such as telephone number, email address, and service address.
Booking and service data including details of your move, collection and delivery locations, inventory information, and preferred dates and times.
Payment data such as payment status and transaction records. We do not store full payment card details unless this is necessary for a secure payment process handled by a third party.
Communication data including messages, emails, phone call notes, and any feedback or complaints you share with us.
Technical data such as basic device, browser, and usage information where this is collected through our systems or forms.
Special category data only if you choose to provide it voluntarily and it is necessary for a specific request, for example access needs that affect service delivery. We do not seek to collect sensitive data unless there is a clear lawful reason.

We aim to collect only the information that is relevant and proportionate for providing our services. If you choose not to provide certain information, we may not be able to complete a booking or respond to a request fully.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To communicate about appointments, access arrangements, and service updates.
To process payments, refunds, and accounting records.
To handle complaints, claims, and customer support requests.
To maintain business records, improve our services, and understand customer needs.
To meet legal, tax, insurance, and regulatory requirements.
To protect our business, customers, staff, and property from fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with those listed above unless we have your consent or another lawful basis to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. The lawful bases we rely on may include:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes arranging your move, managing bookings, and providing the agreed service.

Legal Obligation

We may process data to comply with laws and regulations, including tax law, accounting duties, record keeping, and insurance requirements.

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. Examples include service improvement, business administration, fraud prevention, internal record keeping, and handling customer queries. When relying on legitimate interests, we carefully consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may ask for your consent, for example where you choose to receive optional communications or provide information that is not required to deliver the service. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data with Processors

We may share personal data with trusted third parties that act as processors on our behalf. These processors only handle data according to our instructions and are required to keep it secure and confidential.

Examples of processors may include:

Payment service providers who process transactions securely.
IT and software providers who support booking systems, communication tools, and data storage.
Accountants and bookkeeping services who assist with financial records and statutory reporting.
Customer communication providers who help manage emails, messages, or service notifications.
Professional advisers such as legal or insurance advisers where necessary for business protection or compliance.

We may also disclose personal data to public authorities, regulators, law enforcement, or insurers where required by law, to protect our rights, or to support a claim or investigation.

We do not sell your personal data. If data is transferred outside the UK or European Economic Area, we will take appropriate safeguards to protect it in line with applicable data protection law.

6. 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, or reporting requirements. Retention periods may vary depending on the type of information and the reason we hold it.

Booking and service records may be kept for a reasonable period to manage follow-up queries, disputes, and customer history.
Financial and tax records are typically retained for the period required by law.
Communication records may be kept for as long as needed to resolve issues, document agreements, or maintain service quality.
Consent-based records are kept only until consent is withdrawn or the purpose ends.

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

7. Data Security

We take appropriate technical and organisational measures to protect your data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and careful selection of processors.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If we become aware of a data breach that is likely to affect your rights and freedoms, we will assess the risk and take action in accordance with GDPR requirements.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these 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 information.
Right to erasure – to request deletion of your personal data in certain circumstances.
Right to restrict processing – to ask us to limit how your data is used in specific situations.
Right to data portability – to request that certain data be provided in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to complain to the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a lawful booking arrangement made by an adult. If we learn that we have collected data from a child without an appropriate basis, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or business operations. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man With A Van Collierswood respects your privacy and only uses personal data where it is needed for legitimate business purposes, contractual performance, legal compliance, or with your consent. We keep data secure, share it only with necessary processors and authorised parties, retain it for no longer than needed, and support your GDPR rights. This policy applies to all customers in the Collierswood area who use or enquire about our services.

By using our services or providing your information, you acknowledge that your personal data may be processed as described in this Privacy Policy.