Privacy Policy - Man With Van Aldgate

This Privacy Policy explains how Man With Van Aldgate collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Aldgate customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with us in connection with our services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process personal data as described in this policy. We encourage all customers to read this Privacy Policy carefully so they understand how their information is used.

1. Data We Collect

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

Identity data such as your name, title, and, where relevant, business name.
Contact data such as your address, email address, and telephone number.
Service and booking data such as moving dates, collection and delivery addresses, property access details, items to be moved, and special instructions.
Payment data such as billing details, payment confirmation, and transaction records. We do not routinely store full card details if payment is handled by a secure third-party payment provider.
Communication data such as messages, calls, emails, and notes relating to quotes, complaints, claims, or service updates.
Technical data where applicable, such as device or browser information if you submit information through digital channels.
Legal and verification data such as records needed for compliance, fraud prevention, insurance, or dispute resolution.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific request or legal requirement. Special category data includes information about health, religious beliefs, political opinions, or similar sensitive information. If we ever need to process such data, we will do so only with a valid lawful basis and additional safeguards.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan, deliver, and complete moving and transport services.
To communicate with you about your service, schedule, or requirements.
To process payments, invoices, refunds, and account matters.
To deal with complaints, claims, and customer support requests.
To maintain business records and improve our services.
To comply with tax, accounting, insurance, and legal obligations.
To prevent fraud, misuse, and unauthorised access to our systems or services.

We will only process personal data where we have a lawful basis for doing so.

3. Lawful Basis for Processing

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging a move, managing your booking, and completing the services you have asked us to provide.

Legal Obligation

We may process personal data where needed to comply with legal requirements, including accounting rules, tax obligations, regulatory duties, insurance requirements, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing business operations, keeping records, resolving disputes, improving service quality, and preventing fraud or misuse.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Important: We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or a legal requirement.

4. How We Share Personal Data

We may share personal data with trusted third parties when necessary to operate our business and deliver our services. These third parties act as processors or, in some cases, independent controllers. They may include:

Payment processors to handle secure transactions.
Accounting and bookkeeping providers to support financial administration.
IT, cloud storage, and software providers that help us manage communications, records, and service operations.
Insurance providers where needed for claims, risk assessment, or cover verification.
Professional advisers such as accountants, legal advisers, or auditors.
Regulatory, tax, or law enforcement bodies where disclosure is required by law.

We require processors to handle personal data securely and only on our instructions, unless they are acting as independent controllers under their own lawful responsibilities. We do not sell personal data.

5. 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 our legal or operational obligations.

Booking and service records are usually retained for a period needed to manage the service, respond to follow-up issues, and support business record keeping.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Complaint and claims records may be retained longer where necessary to resolve disputes, defend legal claims, or meet insurance requirements.
Communication records are kept for as long as needed to manage your enquiry or service relationship.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protection, and limited access on a need-to-know basis.

Although we work hard to protect information, no system can be guaranteed completely secure. If a personal data breach occurs that poses a risk to your rights and freedoms, we will act in accordance with applicable data protection law.

7. Your Rights Under GDPR

As a data subject, you have a number of rights under UK GDPR. These rights may be limited in some circumstances, but we will always assess requests carefully and respond appropriately.

Right of Access

You may request confirmation of whether we process your personal data and obtain a copy of that data.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In certain situations, you may request that we delete your personal data.

Right to Restriction

You may ask us to restrict the processing of your data in specific circumstances.

Right to Object

You may object to processing based on legitimate interests or direct marketing, where applicable.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may request a copy of your data in a structured, commonly used format.

Right to Withdraw Consent

Where we rely on consent, you may withdraw it at any time.

We will not charge a fee for exercising your rights unless a request is clearly unfounded, repetitive, or excessive, in which case a reasonable fee may apply or we may refuse the request as permitted by law.

8. Third-Party Processors

We use selected processors who help us provide services efficiently and securely. These may include providers of booking systems, secure data hosting, communication tools, payment services, and administrative support. Each processor is expected to handle personal data in a manner consistent with GDPR requirements, including confidentiality, security, and restricted use of data.

Where processors are located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, where required by law.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in the context of a service arrangement and only where appropriate lawful grounds apply. If we become aware that we have collected data unlawfully from a child, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational needs, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how your personal data is protected.

Last updated: This policy is intended to be read as a general statement of privacy practices for Man With Van Aldgate customers in the area.