Privacy Policy - Man With Van Aldgate

Man With Van Aldgate is committed to protecting the privacy and personal data of all customers in the Aldgate area. This Privacy Policy explains how we collect, use, store, share, and protect personal data, and it applies to all Man With Van Aldgate customers in the area. It is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Aldgate acts as a data controller when we determine the purposes and means of processing personal data. This means we are responsible for ensuring that any personal data we hold is used lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information necessary to provide moving, transport, and related services efficiently and safely. Depending on the service requested, we may collect the following categories of personal data:

Identity details such as your name and title
Contact details such as your address and email address
Service details including moving dates, pickup and delivery addresses, property access information, and service preferences
Billing and payment details required to process invoices and payments
Communication records such as enquiries, booking notes, complaints, and correspondence
Special access or logistical information that helps us complete a move safely and correctly
Technical data if you interact with our online systems, such as device type or basic usage logs

We do not intentionally collect more information than is needed for the service. Where we must collect any sensitive or special category data, we will do so only when necessary and with an appropriate lawful basis.

3. How We Use Your Data

We use personal data to operate our services and fulfil our legal and business obligations. This may include:

Providing quotations and managing bookings
Planning and delivering removal or transport services
Contacting you about your booking, schedule, or service changes
Processing payments, refunds, and invoices
Responding to questions, feedback, or complaints
Maintaining records for accounting, insurance, and legal purposes
Improving service quality, operational efficiency, and customer experience
Complying with legal, regulatory, and tax requirements

We process data only for specified and legitimate purposes. We will not use your data in ways that are incompatible with those purposes unless we have a valid legal reason to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. We rely on the following lawful bases depending on the activity involved:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, scheduling services, carrying out the move, and handling payment.

Legal Obligation

We may process data where necessary to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We may process data based on our legitimate business interests where those interests are not overridden by your rights and freedoms. Examples include managing customer enquiries, improving our services, preventing fraud, and maintaining internal records.

Consent

In limited situations, we may rely on your consent, for example where specific optional processing requires it. If we rely on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties who support our operations. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and only with appropriate safeguards in place.

Examples of processors may include:

Payment processors who handle transactions securely
Accounting and bookkeeping providers who assist with financial records
IT and cloud service providers who store or manage business systems
Communication service providers who support email or message delivery
Operational partners or contractors who help deliver moving services under our instructions

All processors are required to act only on our instructions, protect your data, and implement suitable technical and organisational security measures. We do not sell your personal data.

We may also disclose personal data if required by law, court order, regulatory authority, or to protect our rights, customers, staff, or property.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure your personal data remains protected. This may include using approved contractual safeguards and checking that the receiving party provides adequate data protection standards.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of data and the reason for holding it.

Booking and service records are generally kept for a reasonable period after completion of the service
Financial and tax records are retained for the period required by law
Complaint or dispute records may be kept longer where needed to resolve issues or defend legal claims
Routine correspondence is retained only as long as needed to respond and manage the matter

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and reviewing our data handling practices.

Although we take reasonable steps to protect personal data, no system can be guaranteed completely secure. We therefore encourage customers to share only the information that is necessary for service delivery.

9. Your Rights

As a data subject under GDPR, you have a number of rights regarding your personal data. These rights may be limited in some circumstances, but we will always consider and respond to your request in accordance with data protection law.

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 data
Right to erasure – you may request deletion of your data where legally possible
Right to restriction – you can ask us to limit how we use your data in certain cases
Right to data portability – you may request your data in a structured, commonly used format where applicable
Right to object – you can 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 exercise any of these rights, we may need to verify your identity before responding. We will aim to respond within the timeframe required by law.

10. Cookies and Similar Technologies

If we use online systems that rely on cookies or similar technologies, these may be used for essential functionality, performance monitoring, or basic analytics. Where consent is required, we will request it in advance. You can manage browser settings to control cookie use, although doing so may affect site functionality.

11. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult customer. If we become aware that children’s data has been collected without proper basis, we will take appropriate steps to delete it.

12. 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 practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Contacting Us About Privacy

If you wish to exercise your rights, raise a concern, or ask a question about this Privacy Policy, you should contact the relevant data protection representative through our usual business communication channels. We will handle privacy matters with care and respond as promptly as possible.

Man With Van Aldgate values transparency, accountability, and respect for personal privacy. We only process the data we need, we keep it secure, and we use it fairly to provide services to our customers in the Aldgate area.