Privacy Policy - Man With Van Earlscourt

This Privacy Policy explains how Man With Van Earlscourt collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Earlscourt customers in the area, including individuals who enquire about our services, request a quote, make a booking, or receive moving and transport services from us.

We are committed to handling personal information 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 has been written to help you understand what data we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Information We Collect

We collect only the information needed to provide our services, manage customer relationships, and meet legal and operational requirements. The categories of personal data we may collect include:

Identity information such as your name and, where relevant, the name of your organisation.
Contact information such as your phone number, email address, and service address.
Booking details including requested dates, moving locations, service preferences, property access notes, and item descriptions.
Billing and payment information such as invoicing details, payment records, and transaction references.
Communication records including emails, messages, call notes, and customer service correspondence.
Service and account records such as quotes, job history, complaints, claims, and feedback.
Technical information if you interact with our digital systems, including basic device or usage data needed for security, maintenance, and service improvement.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for a specific service need. If such information is shared, we will handle it carefully and only process it where permitted by law.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, manage bookings, and deliver removal or transport services.
To communicate with you about service arrangements, updates, changes, and follow-up matters.
To process payments, issue invoices, and manage refunds or adjustments where applicable.
To maintain accurate business records and service histories.
To handle complaints, claims, insurance-related matters, and dispute resolution.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our operational efficiency, service quality, and customer experience.

We will only use your information for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that such use is lawful.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the situation, we rely on one or more of the following legal grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing moves, and managing service-related communications.

Legal Obligation

We may process information to comply with legal duties, including accounting, tax recordkeeping, fraud prevention, and other statutory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, record keeping, security, quality control, and handling enquiries.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to receive certain communications or where explicit permission is required. Where consent is used, you have the right to withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties that help us run our business. These service providers act as processors or independent controllers, depending on the service they provide. They are only permitted to process data on our instructions or for their own lawful purposes where applicable.

Processors may include:

Payment processors that handle card payments, bank transfers, or invoicing support.
IT and cloud service providers that store or protect operational data and communication systems.
Administrative and accounting providers that support bookkeeping, tax, and document management.
Customer communication tools used to manage booking confirmations or service updates.
Insurance and claims handlers where required for damage, loss, or liability matters.
Professional advisers such as lawyers, auditors, and consultants where necessary.

We may also disclose information where required by law, court order, or a lawful request from a public authority. If business assets are transferred, merged, or restructured, data may be shared with relevant parties as part of that process, subject to legal protections.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the context in which it was obtained.

Quotation and enquiry records are usually retained for a limited period to manage follow-up and business administration.
Customer booking and service records are kept for as long as needed to provide the service and address any later issues.
Payment and accounting records are retained in line with tax and financial regulations.
Complaint or claim records may be kept longer where needed to resolve disputes or meet insurance requirements.
Technical and security logs are retained only for an appropriate period necessary for system protection and operational review.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling practices. While no system can be guaranteed to be completely secure, we work to ensure that all personal information is handled responsibly and in line with applicable standards.

7. International Transfers

If any processor or service provider stores or processes data outside the UK, we will ensure that appropriate safeguards are in place to protect your information. These safeguards may include recognised transfer mechanisms and contractual protections that meet the requirements of data protection law.

8. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply subject to certain legal conditions and exceptions:

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 some 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 that data you provided be transferred in a structured format.
Right to withdraw consent ??? where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with applicable legal timeframes and may need to verify your identity before acting on your request.

9. Complaints and Supervision

If you believe your data has been handled improperly, you have the right to raise a concern with the relevant data protection authority in the UK. You may also contact us directly so we can review and address the issue. We encourage you to let us know first so that we have an opportunity to help resolve your concern.

10. 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 published or otherwise made available. We recommend reviewing this policy periodically to stay informed about how we protect your information.

By using our services, requesting a quote, or making a booking with Man With Van Earlscourt, you acknowledge that you have read and understood this Privacy Policy.