Privacy Policy - Man With Van Newsouthgate

Effective Date: This Privacy Policy applies to all Man With Van Newsouthgate customers in the area and explains how we collect, use, share, retain, and protect personal data in connection with our removals and van service operations.

1. Introduction

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 Privacy Policy explains what information we collect from customers, prospective customers, suppliers, and other individuals who interact with our services, and how that information is used.

By using our services, requesting a quote, making a booking, or communicating with us, you acknowledge that your personal data may be processed as described in this policy. We take privacy seriously and aim to collect only the information necessary to deliver our services effectively and responsibly.

2. Personal Data We Collect

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

• Identity data: name, title, and any information needed to verify who you are.
• Contact data: address, email address, telephone number, and other communication details.
• Booking and service data: service location, moving date, property details, inventory information, access notes, and service preferences.
• Payment data: payment status, billing details, and transaction records. Where payments are handled by third-party providers, we may not store full card details.
• Correspondence data: messages, emails, call notes, complaints, feedback, and any other communications.
• Technical data: IP address, browser type, device information, and usage data if you interact with our digital systems.
• Operational data: records relating to quotes, jobs completed, staff allocation, route planning, incident reports, and customer service history.

We generally do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or unless required for legal reasons. If you share sensitive information, we will only process it where we have a lawful basis to do so and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide quotes, plan services, and fulfil bookings;
• to communicate with you before, during, and after a service;
• to manage payment, invoicing, and account administration;
• to coordinate logistics, including scheduling and delivery planning;
• to maintain service records and improve service quality;
• to handle complaints, claims, or disputes;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only process personal data for purposes that are compatible with the reasons it was collected and will not use it in a manner that is unexpected or unfair.

4. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging your move, carrying out the service, and handling payments.

Legal Obligation

We may process and retain certain records where required by law, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This includes service improvement, fraud prevention, internal administration, business record keeping, and defending legal claims.

Consent

In limited circumstances, we may rely on your consent, for example where you agree to receive specific marketing communications. Where consent is used as the lawful basis, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share data with trusted third parties who act as processors or independent controllers, where necessary to operate our business and deliver our services.

Examples of processors and service providers may include:

• IT and cloud storage providers that host data, manage systems, or support communications;
• payment service providers that process card or electronic payments;
• accounting and bookkeeping services that help with invoicing and financial records;
• customer management or booking systems used to organise service requests and job records;
• legal, insurance, or professional advisers where advice or claims handling is necessary;
• subcontractors or logistics partners involved in completing a booking, where required for service delivery.

All processors are required to handle personal data securely and only in accordance with our instructions and applicable law. Where a third party acts as an independent controller, their own privacy policy will apply to any processing they carry out.

6. International Transfers

If any service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your information.

7. Data Retention

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

In general:

• booking and service records are kept for a reasonable period to manage customer relationships and service history;
• invoice and payment records are retained for tax and accounting purposes;
• correspondence and complaint records are retained to resolve disputes and support business administration;
• technical or security records are kept only as long as needed for monitoring and protection purposes.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limitations, these may include the right to:

• access the personal data we hold about you;
• rectify inaccurate or incomplete data;
• erase your data in certain circumstances;
• restrict processing in specific situations;
• object to processing based on legitimate interests or direct marketing;
• data portability where processing is based on consent or contract and carried out by automated means;
• withdraw consent where we rely on consent for processing;
• lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with how we handle your data.

We may need to verify your identity before responding to a request. Some rights may not apply in all cases, for example where we must keep information to comply with legal obligations or defend a claim.

9. Data Security

We use 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, and data minimisation practices.

While no system can be guaranteed to be completely secure, we work diligently to reduce risks and respond promptly to any suspected data incident.

10. Children’s Data

Our services are directed at adults and businesses arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary and provided by an adult customer in connection with a booking or service request.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data handling practices. Any updated version will apply from the stated effective date. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

We are committed to processing personal data lawfully, fairly, and transparently. Man With Van Newsouthgate uses personal data only where necessary to provide services, meet legal requirements, and run our business responsibly. We limit access to data, use trusted processors, retain information for only as long as needed, and respect the rights of every customer in the area.

This policy is intended to provide clear information about our data practices and to support a privacy-first approach across all services. Your privacy matters to us, and we will continue to handle your information with care and accountability.