Privacy Policy - Man With Van Old Coulsdon

This Privacy Policy explains how Man With Van Old Coulsdon collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Old Coulsdon customers in the area, including private individuals, families, landlords, tenants, and business clients who use our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We understand that moving home or business premises involves sharing sensitive practical information. We therefore aim to process only the personal data that is necessary to deliver our services, manage our relationship with you, comply with legal obligations, and improve our operations. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over it.

1. Information We Collect

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

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as pickup and delivery addresses, property access details, moving dates, inventory lists, and special handling instructions.
Payment information such as billing details and transaction records. We do not keep more payment information than is necessary for accounting and reconciliation purposes.
Communication records including emails, messages, phone notes, complaints, and service requests.
Technical information where relevant, such as basic website usage data or device information if you interact with our digital systems.
Insurance or claim information if you report damage, loss, or a service issue.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it, for example where access needs or health-related circumstances affect the moving service. Where such data is provided, we will handle it with extra care and only process it where lawful and appropriate.

2. How We Use Your Data

We use personal data for the following purposes:

To provide moving, loading, transport, and related services.
To plan jobs, allocate vehicles and staff, and manage schedules.
To communicate with you about quotations, bookings, changes, and service updates.
To issue invoices, process payments, and maintain business records.
To respond to enquiries, complaints, and claims.
To maintain safety, security, and service quality.
To meet legal, tax, accounting, and regulatory requirements.
To prevent fraud, misuse, or unlawful activity.
To improve our internal processes and customer experience.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a lawful basis to use it for another legitimate and compatible purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstance, Man With Van Old Coulsdon may rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging services, and completing moving work.

Legal obligation

We may process data to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that your interests and rights do not override those interests. This may include managing operations, improving services, keeping internal records, preventing fraud, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example if we need to process optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

We do not rely on consent where another lawful basis is more appropriate and reliable.

4. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of information and the reason it was collected.

Quotation and booking records may be retained for a reasonable period to manage customer queries, contract performance, and business administration.
Invoice, tax, and accounting records are typically retained for the period required by law.
Complaint and claims records may be retained for as long as needed to resolve the issue and defend against legal claims.
General correspondence is retained only as long as necessary for service administration and follow-up.

When data is no longer needed, we will securely delete, anonymise, or destroy it in a way that reduces the risk of unauthorised access or misuse.

5. Processors and Data Sharing

We may use trusted third-party processors to help us operate the business and deliver services. These processors act on our instructions and are contractually required to protect personal data and use it only for agreed purposes.

Examples of processors may include:

Payment service providers for secure transaction processing.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for data storage, email, and system support.
Communication providers for sending service-related messages.
Insurance or claims handlers where necessary to investigate incidents or claims.

We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary for lawful business operations.

We do not sell personal data. We will only share your data where it is necessary, proportionate, and lawful. In rare cases, we may disclose information to public authorities, regulators, courts, or law enforcement if required by law or to protect rights, property, or safety.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party access.

While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks associated with the data we process.

7. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These may include:

The right to be informed about how we use your data.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances.
The right to restrict processing in certain cases.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
Rights relating to automated decision-making, where applicable.

These rights are not absolute and may be subject to legal exceptions or limitations. If you wish to exercise any of your rights, we will respond within the timeframe required by law and may need to verify your identity before taking action.

8. International Transfers

If any of our processors store or access data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information in line with applicable data protection laws.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply to the processing of personal data carried out by Man With Van Old Coulsdon. We encourage customers in the area to review this policy periodically so they remain informed about how their personal data is handled.

By using Man With Van Old Coulsdon services, you acknowledge that you have read and understood this Privacy Policy.