Privacy Policy - Man With Van Removals

This Privacy Policy explains how Man With Van Removals collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Removals customers in area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What Personal Data We Collect

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

Identity details such as your name and, where relevant, the name of your organisation or property management contact.
Contact details such as your address, email address, and telephone number.
Service information such as the moving date, collection and delivery addresses, property access details, inventory information, and special handling requirements.
Payment and billing information such as billing address, transaction details, and payment status. We do not routinely store full card details where payment is processed securely by a third party.
Communication records including emails, phone call notes, enquiry forms, text messages, and any other correspondence related to your booking or service request.
Technical data such as IP address, browser type, and device information if you interact with our digital services, where applicable.
Operational records such as job notes, route details, incident reports, damage claims, and service completion records.

We may also collect limited special category data only where it is necessary and you voluntarily provide it, for example if you share health-related access needs or other information relevant to moving assistance. In such cases, we will apply extra care and only use that data for the specific purpose for which it was provided.

2. How We Use Your Data

We use personal data to operate our services efficiently and responsibly. Typical uses include:

providing quotations and confirming bookings;
planning and delivering moving, removal, loading, unloading, and related services;
communicating with you about your service or any changes to it;
processing payments, issuing invoices, and maintaining financial records;
handling complaints, claims, or disputes;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, and unlawful activity;
improving service quality, training staff, and maintaining internal records.

We will only use your personal data for purposes that are compatible with the reasons it was collected, unless we obtain your consent or we are otherwise permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. We rely on the following bases depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering removals services, and managing payments and customer support.

Legal Obligation

We may process data where needed to comply with legal duties, including tax, accounting, insurance, health and safety, and record-keeping requirements.

Legitimate Interests

We may process data when it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service improvement, internal administration, fraud prevention, operational planning, and protecting our business and customers.

Consent

In limited cases, we may rely on your consent, for example where we need to process optional information not required for the service. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary removals work, but they may be used in exceptional circumstances where necessary to protect someone???s life or where required by law.

4. Sharing Your Data and Processors

We do not sell your personal data. We may share it only where necessary and appropriate, including with processors and service providers that help us deliver our services. These may include:

Payment processors that securely handle card and electronic payments;
Accounting and invoicing providers that assist with financial management and statutory records;
IT and cloud service providers that support storage, email, scheduling, and business systems;
Insurance providers and claims handlers where required for a complaint, incident, or loss report;
Subcontracted removal teams or logistics partners who help carry out a booking on our behalf;
Professional advisers such as lawyers, accountants, auditors, and insurers;
Regulators, public authorities, or law enforcement where disclosure is required by law or necessary to protect our legal rights.

All processors are required to handle personal data securely, only act on our instructions, and comply with data protection obligations. Where a processor is used, we seek to ensure appropriate contractual safeguards are in place.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, and reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

Booking and service records are kept for a period appropriate to manage the contract, handle enquiries, and address disputes or claims.
Financial records are retained for the period required by tax and accounting laws.
Complaints and incident records may be kept for longer where needed to defend legal claims or resolve ongoing matters.
Marketing preferences are kept until you change your preferences or withdraw consent, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We review retention needs periodically to ensure we do not keep data longer than necessary.

6. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions that may be relevant.

Your rights 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 data.
Right to erasure ??? to request deletion of your data in certain situations.
Right to restrict processing ??? to ask us to limit how we use your data in certain circumstances.
Right to data portability ??? to receive certain data in a structured, commonly used, machine-readable format.
Right to object ??? to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent ??? where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the timeframe required by law. We may need to verify your identity before acting on your request. In some situations, we may not be able to comply fully if an exemption applies, such as where we need to retain information for legal reasons.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of our internal procedures. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to suspected incidents.

8. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place before such transfers occur. This may include relying on adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

9. Children???s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidental and necessary to complete a service, such as family home moving arrangements. Where we become aware that children???s data has been collected, we will handle it carefully and only for the limited purpose required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. Any revised version will take effect when published or otherwise communicated to you. We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Complaints and Further Information

If you have concerns about how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority in the UK. We would, however, appreciate the opportunity to resolve your concerns directly where possible.

This Privacy Policy is intended to be clear, fair, and transparent. Man With Van Removals will only process personal data where it is lawful to do so and only for purposes that are necessary, proportionate, and aligned with the services we provide.