Privacy Policy - Man With Van Watford

This Privacy Policy explains how Man With Van Watford collects, uses, stores, shares, and protects personal data in connection with the provision of moving, delivery, and related services. It applies to all Man With Van Watford customers in the area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us in relation to our operations.

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. This policy is intended to help you understand what information we process, why we process it, how long we keep it, and the rights you have over your personal data.

1. Data We Collect

We may collect and process the following categories of personal data when you use our services or contact us:

Identity information such as your name and, where relevant, the name of your business or organisation.
Contact information such as your address, telephone number, and email address.
Booking and service details such as collection and delivery addresses, move dates, property access information, inventory details, and service preferences.
Payment and billing information such as payment status, invoicing details, and transaction records.
Communication records including emails, messages, call notes, complaints, feedback, and customer service correspondence.
Usage and technical information if you interact with our digital systems, which may include basic device, browser, and log data.
Special category data only where strictly necessary and where you choose to provide it, for example information about access needs or health-related moving requirements. We will only process such data where permitted by law.

We usually collect personal data directly from you when you request a quote, make a booking, ask a question, or provide instructions for a move. We may also receive data from third parties where necessary to complete the service, such as building managers, landlords, estate agents, payment providers, or authorised representatives acting on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and deliver moving or transport services.
To communicate with you about timing, access, service changes, or issues affecting your job.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, claims, and customer support matters.
To comply with legal and regulatory obligations.
To improve service quality, train staff, and maintain business records.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and such use is permitted by law.

3. Lawful Basis for Processing

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

Contract

We process data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, confirming bookings, arranging collections and deliveries, and completing the services you have requested.

Legal Obligation

We may process data where necessary to comply with legal requirements, including tax, accounting, recordkeeping, insurance, and other regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include service administration, internal recordkeeping, security, quality control, dispute handling, and business development. When relying on legitimate interests, we assess the impact on your privacy and take appropriate safeguards.

Consent

In limited situations, we may rely on your consent, particularly where consent is required for optional communications or the processing of certain sensitive information. Where we rely on consent, you may withdraw it at any time.

Vital Interests and Public Interest

In rare circumstances, we may process personal data to protect someone’s vital interests or where required for reasons of public interest as permitted by law.

4. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties when necessary to operate our services safely and effectively. These recipients may act as processors or independent controllers depending on the circumstances.

Typical processors and service providers may include:

IT and cloud service providers who support storage, email, scheduling, and business systems.
Accounting and bookkeeping providers who assist with invoices, tax, and financial records.
Payment service providers who process card or electronic payments.
Communication and customer management providers who help manage enquiries and service records.
Insurance providers, legal advisers, and claims handlers where necessary to resolve disputes or protect legitimate interests.
Subcontractors or operational partners engaged to assist with service delivery, subject to appropriate confidentiality and data protection obligations.

Where we use processors, we require them to process personal data only on our instructions, to maintain appropriate security, and to comply with data protection law. We may also disclose information where required by law, court order, or lawful request from a public authority.

5. Data Retention

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

Customer and booking records are typically retained for the duration of the service relationship and for a reasonable period afterwards to manage queries, claims, and business records.
Accounting and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for a period necessary to resolve disputes and demonstrate compliance.
Technical logs are kept for limited periods unless needed longer for security or investigation purposes.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and lawful way.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, confidentiality obligations, and supplier due diligence. While we work hard to protect your information, no system can be guaranteed to be completely secure.

7. Your Rights

Under data protection law, you have important rights regarding your personal data. These rights may 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 information.
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 object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data rights have been infringed. We encourage you to raise any concerns so we can try to resolve them promptly and fairly.

8. International Transfers

In some cases, personal data may be stored or accessed outside the UK by our service providers. Where this happens, we will ensure appropriate safeguards are in place to protect your data in line with applicable law.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your information.

10. Summary of Our Commitment

Man With Van Watford is committed to processing personal data responsibly, securely, and transparently. We only collect data that is necessary, use it for clear and lawful purposes, retain it for appropriate periods, and apply safeguards when using processors. We respect your rights and will take reasonable steps to ensure your personal information is handled with care at every stage of our service.

By using our services, requesting a quote, or making a booking, you acknowledge that this Privacy Policy applies to you as a customer in the area.