Privacy Policy - Man With Van Earlsfield

This Privacy Policy explains how Man With Van Earlsfield collects, uses, stores, shares, and protects personal data when providing moving, van, and related customer services. It applies to all Man With Van Earlsfield customers in the area, including anyone who makes an enquiry, requests a quote, books a service, communicates with us, or receives services from us.

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

1. Information We Collect

We collect only the personal data necessary to provide and manage our services. Depending on your interaction with us, we may collect the following categories of information:

Identity data: your name, title, and any details you provide that help us identify you.
Contact data: your address, email address, telephone number, and service location details.
Booking and service data: information about your move, such as dates, property access details, inventory notes, special handling requirements, parking or loading restrictions, and service preferences.
Payment and billing data: invoicing details, transaction records, and payment confirmations. We do not store full card details where payments are processed through secure payment providers.
Communication data: records of emails, messages, call notes, complaints, and any correspondence relating to your enquiry or booking.
Technical data: limited information such as IP address, browser type, device information, and website interaction data if you contact us through digital channels.
Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for a specific service, for example health or access needs relevant to a move. Where such data is provided, we handle it with additional care and only where permitted by law.

2. How We Use Your Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, manage, and complete moving and van services;
to communicate with you about bookings, service changes, or operational issues;
to process payments, invoices, and accounting records;
to maintain service quality, handle complaints, and resolve disputes;
to improve our operations, planning, and customer experience;
to comply with legal obligations, including tax, accounting, and record-keeping requirements;
to protect against fraud, misuse, or unlawful activity;
to defend our legal rights where necessary.

We only use your information for the purposes for which it was collected, unless we reasonably consider another purpose to be compatible with the original purpose and lawful under data protection law.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, carrying out the move, issuing invoices, and managing service-related communications.

Legal Obligation

We process some data where we are required to do so by law, such as maintaining accounting records, tax compliance, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, fraud prevention, record management, quality control, internal reporting, and improving our services. We always consider whether processing is necessary and proportionate.

Consent

Where we rely on your consent, for example for optional marketing communications or specific uses not covered by other lawful bases, you may withdraw consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the nature of the data and the reason we hold it.

Enquiry data: retained for a reasonable period after the enquiry ends, unless it leads to a booking or legal obligation.
Customer and booking records: kept for the duration of the service relationship and for a period after completion to manage follow-up issues, claims, or disputes.
Financial and tax records: kept for the period required by law and accounting practice.
Complaint or dispute records: retained for as long as necessary to resolve the matter and protect legal rights.

When data is no longer required, it is securely deleted, anonymised, or destroyed.

5. Sharing Personal Data and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to deliver our services, operate our business, or meet legal obligations. These third parties act as processors or independent controllers depending on the circumstances.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT and cloud storage providers;
communication and scheduling tools;
customer management systems;
professional advisers such as legal or financial advisers;
insurance providers and claims handlers, where relevant.

Where a third party acts as a processor, it is only allowed to process your data on our instructions and must implement appropriate security and confidentiality safeguards. We require processors to handle data in accordance with data protection law and to use it only for the agreed purpose.

We may also disclose personal data where required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, our customers, or others.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms to protect your personal information.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff awareness practices.

While we take data security seriously, no system is completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable law.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain legal conditions and exemptions.

Right of access: you can request confirmation of whether we process your data and obtain a copy of it.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in certain circumstances, you can request deletion of your data.
Right to restriction: you may ask us to limit how we use your data in specific situations.
Right to object: you can object to processing based on legitimate interests, including direct marketing.
Right to data portability: where applicable, you may request your data in a commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

If you make a rights request, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. Children’s Data

Our services are directed at adults. We do not knowingly collect personal data from children unless it is necessary in relation to a booking or service and provided by an adult customer. Where children’s information is included incidentally, we only process it to the extent needed to deliver the requested service or comply with legal obligations.

10. 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. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Our Commitment

Man With Van Earlsfield respects your privacy and is committed to processing personal data responsibly. We aim to keep information accurate, secure, and only as long as necessary, while ensuring your rights are respected. By using our services, you acknowledge that we may process your personal data as described in this policy and in accordance with applicable law.

Effective across all Man With Van Earlsfield customer interactions in the area, this Privacy Policy is designed to provide clear and lawful standards for data protection, transparency, and accountability.