Privacy Policy - Man With Van Harrowweald

This Privacy Policy explains how Man With Van Harrowweald collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Harrowweald customers in the area, including individuals and businesses who request, book, or receive our moving, transport, loading, unloading, and related van services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that we may process your personal data as described in this policy. We only collect information that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving the quality and safety of our work.

1. Data We Collect

We collect different categories of personal data depending on how you interact with us and which services you use. This may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking information such as service dates, move details, inventory information, access requirements, and special handling instructions.
Payment information such as payment status, transaction records, and billing details. We do not store card security data where it is processed by a secure third-party payment provider.
Communication records such as emails, phone call notes, and written messages.
Service records such as job sheets, route details, claims information, and delivery confirmations.
Technical data if you contact us through digital systems, including basic device and usage information where applicable.

We may also collect limited information about special instructions relevant to the move, such as access restrictions, parking needs, item fragility, or timing requirements. We ask that you do not send unnecessary sensitive data unless it is needed for the service and you are comfortable with us processing it.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan and carry out moving and transport services.
To communicate with you before, during, and after a service.
To process payments, invoices, and receipts.
To handle complaints, queries, and service issues.
To keep records for legal, accounting, and insurance purposes.
To improve our operations, scheduling, and customer experience.
To prevent fraud, misuse, or unlawful activity.

We will only use your data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and are permitted to do so by law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging bookings, and delivering moving services.

Legal Obligation

We may process and retain certain information where required to meet legal, tax, accounting, insurance, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing customer communications, service improvement, record keeping, security, and business administration.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific types of data use. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare emergency situations, we may process information to protect someone’s life or physical safety.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected and to satisfy legal, accounting, insurance, or operational requirements. Retention periods depend on the type of information and the reason for holding it.

Booking and service records may be retained for a reasonable period to support administration, dispute resolution, and future reference.
Financial and tax records are retained for the period required by law.
Communication records are kept as long as needed to manage the service relationship and any follow-up matters.
Claims or incident records may be kept longer where necessary to deal with legal claims or insurance matters.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our internal retention practices. We do not keep information indefinitely.

5. Processors and Third Parties

We may share personal data with trusted processors and third parties who help us operate our business. These parties act on our instructions and are required to protect your data. They may include:

Payment providers for secure transaction processing.
Accounting or bookkeeping providers for invoicing, tax, and financial administration.
IT and cloud service providers for data storage, system support, and communications.
Insurance providers where claims or cover issues need to be handled.
Professional advisers such as legal or regulatory advisers when necessary.
Subcontracted service providers only where needed to help deliver a booked service.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with applicable law.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality expectations, and careful management of service records. However, no system can be guaranteed completely secure, so we encourage you to share only the information needed for your booking and service requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

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 information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your data. If you believe your rights have been infringed, you may contact the UK Information Commissioner’s Office. We encourage you to raise any concerns with us first so we can try to resolve the matter promptly.

8. How We Handle Children’s Data

Our services are generally intended for adults arranging removals or transport. We do not knowingly collect personal data from children except where it is unavoidably included in booking or service records and only to the extent necessary. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it where required by law.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data protection practices. Any updated version will apply from the date it is published or otherwise brought into effect. We encourage customers to review this policy periodically to understand how their personal information is protected.

10. Summary of Our Approach

In summary, Man With Van Harrowweald only collects personal data that is necessary to provide and manage our services. We process data on lawful grounds including contract, legal obligation, legitimate interests, and where appropriate, consent. We keep information only as long as needed, use trusted processors under proper safeguards, and respect your data protection rights. This policy applies to all customers in the Harrowweald area who use our services.

Privacy is important to us, and we aim to handle all personal data responsibly, proportionately, and in line with applicable data protection laws.