Privacy Policy - Man With Van S

Man With Van S is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide our services. It applies to all Man With Van S customers in area, including individuals who request quotes, book services, communicate with us, or otherwise use our moving and transport services.

This policy is intended to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It should be read together with any additional privacy notices we may provide in specific situations.

1. Who we are

Man With Van S is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used when you interact with us as a customer, potential customer, or service recipient. In some cases, we may also act jointly with or on behalf of other businesses where services are arranged through partners or subcontractors.

2. Personal data we collect

We only collect personal data that is necessary for providing, managing, and improving our services. Depending on your interactions with us, we may collect:

Identity information such as your name and, where needed, company name.
Contact information such as address, email address, and telephone number.
Service details such as pickup and delivery addresses, dates, times, property access information, inventory details, and special handling requirements.
Payment information such as billing details and transaction records. We do not keep more payment data than is necessary for processing payments and maintaining accounts.
Communication records such as emails, messages, call notes, and customer service enquiries.
Usage and technical information where relevant, such as device or browser information, if you interact with our digital systems.
Feedback and complaint information including reviews, claims, and service issue reports.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, for example if it is relevant to access needs or another specific service requirement. Where such data is provided, we will handle it with additional care and only where a lawful basis applies.

3. How we collect your data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or other methods;
provide instructions relating to a move or delivery;
make a payment or request an invoice;
submit feedback, a complaint, or a claim;
interact with our service processes before, during, or after the job.

We may also receive information from third parties where necessary, such as payment processors, subcontractors, referral partners, or public sources used to verify addresses or support delivery planning.

4. How we use your personal data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, carry out, and complete moving or transport services;
to communicate with you about schedules, changes, or service requirements;
to issue invoices, take payments, and manage refunds where applicable;
to handle complaints, claims, and service-related queries;
to maintain business records and improve our services;
to comply with legal, accounting, tax, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We will only use your information in ways that are compatible with the purposes explained in this policy. If we need to use it for a new purpose, we will ensure there is a lawful basis for doing so.

5. Lawful basis for processing

Under data protection law, we must have a lawful basis to process your personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, confirming addresses, and handling payments.

Legal obligation

We may process data where needed to comply with legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

Legitimate interests

We may process data for our legitimate business interests, provided your interests and rights do not override those interests. This may include improving our services, managing customer relationships, preventing fraud, and maintaining internal records. We assess these interests carefully and take steps to minimise any impact on your privacy.

Consent

Where we rely on your consent, we will make this clear at the time we collect your information. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

6. Sharing your personal data with processors

We may share your personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors only act on our instructions and are required to protect your data appropriately. These may include:

IT and system providers who host, store, or support our records and communications;
Payment service providers who process card or bank payments;
Accountants and professional advisers who support compliance and financial administration;
Subcontractors or helpers involved in delivering services on our behalf;
Insurance providers or claims handlers where required for service protection or complaint handling;
Regulatory, legal, or public authorities where disclosure is required by law.

We ensure that any processor we use is bound by appropriate contractual and security obligations. We do not sell your personal data.

7. International transfers

If any of our processors store or access data outside the UK or the European Economic Area, we will make sure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal or operational requirements. Retention periods may vary depending on the type of information and the reason for processing. In general:

booking and service records are kept for the duration of the customer relationship and for a reasonable period afterwards;
financial and invoice records are retained for the period required by tax and accounting laws;
complaints, claims, and dispute records may be retained longer where needed to defend legal claims or resolve issues;
data that is no longer required is securely deleted or anonymised.

When determining retention, we consider legal obligations, contractual needs, limitation periods, and our legitimate business requirements.

9. Security of your data

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, staff confidentiality obligations, and regular review of our processes. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risks wherever possible.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These 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 data;
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 data portability - to receive certain data in a structured, commonly used format;
Right to object - to 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.

Some rights may not apply in every case. For example, we may need to keep certain records where we have a legal obligation or where the data is required to establish, exercise, or defend legal claims. We will respond to valid requests in line with applicable law.

11. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a service arrangement and only where necessary for the job. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically to stay informed about how we protect personal data.

13. Summary of our approach

Man With Van S only uses personal data where it is needed for service delivery, legal compliance, business administration, and legitimate operational purposes. We limit access to trusted parties, retain information only as long as necessary, and respect the rights of every customer in area. Our aim is to ensure that your personal information is handled fairly, transparently, and securely at all times.