Privacy Policy - Man With Van Croftonpark

This Privacy Policy explains how Man With Van Croftonpark collects, uses, stores, shares, and protects personal data when providing removals, transport, loading, unloading, and related van services. It applies to all Man With Van Croftonpark customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive 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.

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

1. Data We Collect

We collect only the personal data necessary to provide our services, manage bookings, communicate with you, and meet legal obligations. The categories of data we may collect include:

Identity details: name, title, and, where relevant, business name.
Contact details: phone number, email address, and service address.
Booking information: move date, collection and delivery locations, item details, access notes, and service preferences.
Payment information: transaction details, billing records, and payment status. We do not retain full card details where payment processing is handled by a third party.
Communications: emails, messages, quotes, instructions, complaints, and feedback.
Service records: notes about completed work, damage reports, claims, and customer service interactions.
Technical information: limited device or usage data if you interact with us through digital systems, such as IP address or browser-related information, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you provide it voluntarily, such as where it is relevant to access arrangements or a support need connected to the service. If such information is shared, it is processed with additional care and only for the specific purpose for which it was provided.

2. How We Use Personal Data

We use personal data to operate our business and deliver services efficiently. Common uses include:

providing quotes and confirming bookings;
planning, performing, and managing removal and van services;
communicating about schedules, access, and service changes;
issuing invoices, processing payments, and handling refunds where required;
dealing with complaints, claims, and follow-up questions;
maintaining internal records and business administration;
meeting legal, tax, insurance, and regulatory obligations;
preventing fraud, misuse, or unlawful activity;
improving our service quality, processes, and customer experience.

We only process personal data for specified, legitimate purposes and do not use it in ways that are incompatible with those purposes.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes preparing quotes, arranging bookings, carrying out the move, and issuing invoices.

Legal Obligation

We process certain data to comply with laws and regulations, including accounting, tax, record-keeping, and insurance requirements.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights do not override those interests. This may include managing customer enquiries, improving services, maintaining security, recovering debts, or defending legal claims.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific form of contact. You can withdraw consent at any time where consent is the lawful basis, without affecting processing carried out before withdrawal.

We do not rely on consent where another lawful basis is more appropriate, such as contract or legal obligation.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties when necessary to provide our services or manage our business. These third parties act as processors when they process data on our behalf and under our instructions, or as independent controllers where they determine their own purposes.

Processors and service providers may include:

Payment processors that handle card or electronic payments securely.
IT and cloud service providers that store emails, documents, records, or scheduling data.
Accounting and bookkeeping providers that support financial administration.
Customer communication tools used for sending service updates or booking confirmations.
Insurance providers and claims handlers where a claim, incident, or dispute must be assessed.
Professional advisers such as accountants, lawyers, or auditors when required.

We only share the minimum information necessary for the purpose in question. All processors are required to protect personal data, process it only on our instructions, and implement appropriate technical and organisational safeguards.

We may also disclose personal data where required by law, by a court order, or to public authorities when necessary and lawful. If a business transfer, restructuring, or sale occurs, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Customer booking and service records: retained for a period appropriate to manage the service and resolve any follow-up issues.
Financial and tax records: retained for the period required by applicable law.
Complaint, dispute, and claims records: retained for as long as needed to deal with the matter and any related limitation period.
Communication records: kept only as long as necessary for administration, evidence, and service continuity.

When personal data is no longer required, it is securely deleted, anonymised, or archived in a restricted form if continued retention is legally justified. We do not keep personal data indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, confidentiality practices, and supplier due diligence. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the nature of the data and the risks involved.

7. Your Rights

Under data protection law, you may have several rights in relation to your personal data. These rights are not absolute and may be subject to conditions or exemptions. They 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 circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise concerns so that we can address them promptly and fairly.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from minors except where it is necessary for a booking involving a household or where lawful and appropriate information is provided by an adult customer. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal procedures. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically so that you remain informed about how your personal data is used.

10. Summary of Key Commitments

Man With Van Croftonpark is committed to:

collecting only the personal data needed to deliver our services;
processing data on a valid lawful basis;
sharing data only with trusted processors and where necessary;
retaining data only for as long as required;
respecting your data protection rights;
keeping personal data secure and confidential.

This Privacy Policy is intended to ensure transparency and accountability in how we handle customer information. If you are a customer in the Croftonpark area and use our services, this policy applies to you and explains how your personal data is managed throughout your relationship with us.