Privacy Policy - Man With Van Newington

This Privacy Policy explains how Man With Van Newington collects, uses, stores, and protects personal data when providing removal and moving services. It applies to all Man With Van Newington customers in the area, including individuals and businesses who enquire about, book, or use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only process data that is necessary for legitimate business purposes and service delivery, and we take appropriate measures to keep that data secure.

1. Data We Collect

We may collect and process different categories of personal data depending on how you interact with us. This can include information provided directly by you, information generated during service delivery, and limited technical data when you communicate with us online or by phone.

Personal data may include:

Identity information such as your name and title
Contact information such as address, email address, and telephone number
Service information such as pickup and delivery addresses, move dates, property access details, and inventory requirements
Billing and payment information such as invoice details and transaction records
Communication records such as emails, phone notes, complaints, and customer service messages
Business information if you are acting on behalf of a company, including business name and work address
Special instructions relating to fragile items, access needs, or service preferences

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, for example where it relates to access needs or other service-related requirements. If such information is shared, it is handled with extra care and only processed where lawful to do so.

2. How We Use Personal Data

We use personal data to deliver services efficiently, manage customer relationships, and meet legal and operational obligations. Our use of data is limited to what is necessary for the purpose concerned. Typical uses include:

Providing quotes and responding to enquiries
Managing bookings and scheduling moving services
Carrying out the removal or transport service
Preparing invoices, processing payments, and recording transactions
Handling customer support, complaints, and follow-up queries
Keeping service records for business administration and audit purposes
Maintaining the safety, security, and quality of our services
Complying with legal and regulatory requirements

We may also use limited information to improve our operations, such as reviewing service performance, understanding customer needs, and training staff. Where possible, we use anonymised or aggregated data for these purposes.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, Man With Van Newington relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging moves, communicating service details, and completing the agreed work.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. This can include managing customer relationships, preventing fraud, improving service quality, maintaining internal records, and protecting our business.

Legal Obligation

We may process and retain data where required by law, including tax rules, accounting obligations, insurance requirements, and compliance with lawful requests from authorities.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time where we rely on consent as the lawful basis for processing.

4. Sharing Data and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors where they process data on our behalf and under our instructions. We only use processors that provide sufficient guarantees regarding confidentiality, security, and compliance with data protection law.

Examples of processors may include:

Accounting and bookkeeping providers
Payment processing services
IT and cloud storage providers
Customer communication tools
Scheduling or job management systems
Professional advisers such as accountants or legal advisers

We may also share data with independent controllers where necessary, such as insurers, banks, law enforcement authorities, or regulatory bodies. In such cases, those organisations determine their own purposes and methods of processing.

We do not sell personal data. Any sharing is limited to what is necessary for service delivery, business administration, or legal compliance. If data is transferred outside the UK, we will ensure appropriate safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the information and the purpose of processing.

In general, we may retain:

Quote and enquiry records for a reasonable period to respond to follow-up questions or future bookings
Contract and service records for the duration needed to manage the customer relationship and address disputes
Invoice, payment, and accounting records for the period required by tax and financial laws
Complaint and correspondence records for a period necessary to resolve issues and demonstrate compliance

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risks as far as reasonably possible.

7. Your Rights

As a data subject, you have rights under UK GDPR in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

You may have the right to:

Access the personal data we hold about you
Rectification of inaccurate or incomplete data
Erasure of your data in certain situations
Restriction of processing in certain circumstances
Object to processing based on legitimate interests or direct marketing
Data portability for data you have provided to us in a structured, commonly used format where applicable
Withdraw consent where processing is based on consent

You also have the right to make a complaint to the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns directly first so we can address them quickly and fairly.

8. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children except where it is unavoidably included in service-related records, such as household move details. If we become aware that personal data has been collected inappropriately, we will take steps to delete it where required.

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. When we do so, the revised version will replace the previous one. We encourage customers to review it periodically so they remain informed about how their data is handled.

Man With Van Newington is committed to respecting privacy, protecting personal information, and ensuring that all processing is carried out in a lawful, transparent, and proportionate way. We aim to handle customer data with care, confidentiality, and accountability at every stage of the service. This Privacy Policy applies to all Man With Van Newington customers in the area.