Privacy Policy - Man With Van Watford

This Privacy Policy explains how Man With Van Watford collects, uses, stores, shares, and protects personal data when providing moving, delivery, and transport services. It applies to all Man With Van Watford customers in area, including anyone who requests a quote, makes a booking, communicates with us, or receives services from us.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information: your name, title, and any company name if you are booking on behalf of a business.
Contact information: address, billing address, phone number, and email address.
Service details: information about your move or delivery, including property access, inventory, requested dates, and special handling needs.
Payment information: payment status, billing records, and limited transaction details. We do not intentionally store full card details unless required by a secure payment provider.
Communications: messages, calls, emails, and notes relating to enquiries, quotes, complaints, feedback, or service changes.
Technical data: basic website or device information if you contact us digitally, such as IP address, browser type, and interaction logs where applicable.
Usage and service records: booking history, invoices, estimates, and records of completed services.

We only collect data that is relevant and necessary for the service we provide. Where possible, we reduce the amount of personal data collected to the minimum required.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To manage bookings, planning, and delivery of moving services.
To communicate with you about your enquiry, appointment, or service updates.
To process payments, issue invoices, and maintain business records.
To deal with complaints, claims, or disputes.
To improve our services, administration, and customer experience.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property against fraud or misuse.

We do not use your personal data for purposes that are incompatible with the reason it was collected.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, our lawful bases include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging your move, delivering services, and managing payment.

Legal Obligation

We may process data to comply with legal requirements, such as tax records, accounting obligations, insurance matters, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights do not override those interests. This may include improving service quality, managing customer relationships, preventing fraud, and maintaining internal records.

Consent

In limited situations, we may rely on your consent, for example if we need permission to send certain marketing communications or to process optional information not required for the service. You can withdraw consent at any time.

Vital Interests

In rare cases, we may process personal data to protect someone’s life or physical safety, such as in an emergency.

4. Sharing Your Data and Processors

We may share personal data only where necessary and appropriate. We do not sell your personal data.

We may share information with:

Payment providers to process transactions securely.
Accountants and tax service providers for financial and compliance purposes.
IT and cloud service providers that support record storage, email, and business operations.
Insurance providers where a claim, incident, or liability issue requires review.
Subcontractors or operational partners assisting with the delivery of services, where needed.
Legal or regulatory bodies if disclosure is required by law or necessary to protect our rights.

These third parties may act as processors or independent controllers depending on the service they provide. Where they act as processors, they are required to process data only on our instructions, keep it secure, and comply with data protection law. We use appropriate contractual safeguards with all processors.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the nature of the service.

Quotes and enquiries: typically retained for a limited period to manage follow-up and business records.
Booking and service records: retained for the duration needed to complete the service and address any post-service issues.
Financial and tax records: retained for the period required by law.
Complaints, disputes, and claims: retained as long as necessary to resolve the matter and meet legal obligations.

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

6. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff confidentiality obligations.

No system is completely secure, but we work to reduce risk and handle all information carefully.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, 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 data.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to data portability: you may request that data you provided be transferred to you or another provider where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

We will respond to valid requests within the timeframe required by law. To protect your privacy, we may need to verify your identity before completing your request.

8. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children unless it is incidental to a booking or service request made by an adult. If we become aware that we have collected such information inappropriately, we will take reasonable steps to delete it.

9. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place to protect your information and ensure compliance with data protection law. This may include approved contractual clauses or transfers to countries with adequate protection.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed.

11. Summary of Your Privacy Expectations

Man With Van Watford is committed to collecting only the personal data needed to provide reliable moving services, using it lawfully and fairly, storing it securely, and keeping it only as long as required. We rely on contract, legal obligation, legitimate interests, consent, and, where relevant, vital interests as lawful bases. We may share data with trusted processors and service partners under strict controls, and you retain important rights over your personal information.

This policy applies to all Man With Van Watford customers in area.