Privacy Policy - Man With Van Lowerclapton

This Privacy Policy explains how Man With Van Lowerclapton collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man With Van Lowerclapton customers in area, including people who request quotes, book services, receive deliveries, or otherwise interact with us in relation to a move or van hire service.

We are committed to handling personal data in a lawful, fair, and transparent way. This policy is designed to meet the requirements of the UK GDPR and the Data Protection Act 2018. It also explains the rights available to individuals whose personal data we process.

1. Data We Collect

We only collect personal data that is relevant to providing and managing our services. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as moving date, addresses for collection and delivery, property access details, item lists, and special handling requirements.
Billing and payment information such as payment status, invoice details, and records of transactions.
Communication records such as emails, notes from calls, messages, complaints, and service updates.
Technical data where applicable, such as basic website or device information used to maintain security and improve performance.

We may also receive personal data from third parties where this is necessary for the service, such as property managers, landlords, estate agents, or another person who has arranged the move on your behalf. Where this happens, we will only use the information for the purpose it was provided.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to arrange, deliver, and manage moving services;
to communicate about bookings, timing, access, and service changes;
to process payments and maintain accounting records;
to respond to enquiries, feedback, or complaints;
to protect against fraud, misuse, or security incidents;
to comply with legal and regulatory obligations;
to keep business records and improve the quality of our services.

We do not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and handling payments.

Legal obligation

We may process personal data where we are required to do so by law, such as for tax records, accounting, insurance, or compliance with other legal duties.

Legitimate interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving operations, preventing fraud, and handling service disputes.

Consent

In limited situations, we may rely on your consent, for example where it is needed for optional communications or certain types of data use. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third-party service providers, also known as processors, who support our operations. These may include:

payment processors;
accounting and bookkeeping providers;
IT and cloud storage providers;
communications platforms;
vehicle, logistics, or route management tools;
professional advisers such as accountants or insurers.

Where processors handle personal data on our behalf, they are required to do so only according to our instructions and under appropriate security and confidentiality obligations. We do not sell personal data.

We may also share data where necessary with public authorities, law enforcement, courts, or other parties when required by law or where it is needed to protect our legal rights, the safety of individuals, or the security of our business.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and record-keeping requirements.

Retention periods may vary depending on the type of data and the reason for processing. For example:

quotation and booking records may be kept for a reasonable period for business administration;
financial and tax records are kept for the period required by law;
service communications may be retained where needed to resolve disputes or maintain accurate records;
unnecessary or outdated information is deleted or securely anonymised when no longer required.

When personal data is no longer needed, we will take appropriate steps to delete, destroy, or anonymise it securely.

6. Data Security

We use 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, limited staff access, and provider checks. While no system can be guaranteed completely secure, we work to keep risks low and review our safeguards regularly.

7. Your Rights

As a data subject, you have a number of rights under UK data protection law. These 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 information.
Right to erasure – in certain circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request and respond in line with applicable law. Some rights may not apply in every case, and legal exemptions may limit what we can do.

8. Children’s Data

Our services are intended for adults and business or household customers arranging moving services. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking and is provided by an adult in a lawful and appropriate manner.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place so that it remains protected to a standard required by law. Such safeguards may include approved contractual protections or transfers to countries recognised as providing adequate protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. The latest version will apply from the time it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Key Points

We collect only the data needed to deliver moving and related services.
We process data on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate.
We may use trusted processors to help run our services, but they must protect your data.
We keep data only as long as necessary and then securely delete or anonymise it.
You have clear rights over your personal data, including access, correction, deletion, and objection.

By using our services, requesting a quote, or booking with Man With Van Lowerclapton, you acknowledge that your personal data may be processed as described in this Privacy Policy.