Privacy Policy - Man With Van Hanworth

This Privacy Policy explains how Man With Van Hanworth collects, uses, stores, shares, and protects personal data when providing moving, transportation, loading, and related services. It applies to all Man With Van Hanworth customers in the area, including individuals and businesses who request quotes, make bookings, receive services, or communicate with us in connection with our operations.

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. We only collect information that is necessary for legitimate business purposes and we take appropriate steps to keep it secure.

1. Data We Collect

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

Identity information: name, title, and any details needed to identify you as a customer or contact person.
Contact details: address, email address, telephone number, and preferred communication method.
Service information: details of your moving request, pickup and delivery locations, inventory descriptions, access instructions, preferred dates, and special handling needs.
Payment and billing details: transaction records, invoice information, and basic financial information required to process payments and maintain accounts.
Communication records: messages, notes, complaint details, feedback, and other correspondence relating to your service.
Technical and usage information: limited data collected through our systems, such as device type, time of communication, and service logs where relevant to security and administration.

We do not seek to collect unnecessary personal data. If we must process special category data or other sensitive information, this will only occur where it is necessary, lawful, and appropriate safeguards are in place. For example, this may arise if you voluntarily provide information that is relevant to access, health, or safety requirements during a move.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To arrange and deliver moving and van services.
To communicate with customers about bookings, changes, and service updates.
To process payments, invoices, and records.
To manage customer support, complaints, and service improvements.
To maintain internal administration, accounting, and operational records.
To comply with legal, regulatory, tax, and insurance obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the reasons 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 to process your personal data. Depending on the context, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging your move, confirming details, and completing the services you requested.

Legal Obligation

We may process data where needed to comply with legal obligations, such as tax, accounting, record-keeping, or lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests do not override your rights and freedoms. This includes managing customer relationships, improving our services, maintaining security, and preventing fraud.

Consent

In limited cases, we may rely on your consent, for example if you agree to receive certain optional communications. Where consent is used, you may withdraw it at any time.

We only process personal data on a lawful basis and only to the extent necessary for the stated purpose.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, but only when necessary and appropriate. These may include:

Payment service providers that process transactions securely.
Accounting and bookkeeping processors that help with invoicing, tax reporting, and financial administration.
IT and storage providers that host systems, back up data, or support security and operational continuity.
Communication providers that help deliver emails, messages, or customer service tools.
Insurance, legal, or regulatory advisers where disclosure is necessary to manage claims, disputes, or compliance.
Subcontractors or operational partners involved in delivering a customer’s move, where relevant to the service.

All processors are required to handle personal data securely, only act on our instructions where applicable, and comply with applicable data protection obligations. We do not sell personal data. If data is shared with an independent controller, that organisation is responsible for its own privacy practices.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards.
Invoice and payment records: retained for the period required by tax and accounting law.
Communication and complaint records: retained as needed to resolve issues, evidence service delivery, or defend legal claims.
Security and operational logs: retained for a limited period unless longer retention is required for investigation or compliance.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures. We do not keep data indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, role-based permissions, device protection, and staff awareness practices.

Although no method of transmission or storage is completely risk-free, we aim to ensure a level of security appropriate to the nature of the data we process. Where necessary, we also limit access to personal data to individuals who need it for legitimate business purposes.

7. Your Rights Under GDPR

As a data subject, you have rights regarding your personal data. Subject to legal limitations, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your personal data in certain circumstances.
Restriction of processing in certain situations.
Data portability where processing is based on consent or contract and carried out by automated means.
Object to processing based on legitimate interests or direct marketing.
Withdraw consent where we rely on consent for processing.

You also have the right to raise a concern with the relevant data protection authority if you believe your data has been mishandled. We encourage customers to contact us first so we can address any concerns promptly and fairly.

We will respond to rights requests in line with GDPR requirements and applicable timeframes.

8. International Transfers

In some cases, personal data may be processed using services or systems located outside the UK. If this occurs, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable law. These safeguards may include recognised transfer mechanisms and contractual protections.

9. Children’s Data

Our services are generally directed to adults and business customers. We do not knowingly collect personal data from children except where it is incidental to a customer’s move and necessary for the provision of the service. If we become aware that we have collected data from a child inappropriately, we will take steps to remove or protect it as required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business operations. Any updates will take effect when the revised policy is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

Man With Van Hanworth is committed to processing customer data responsibly, lawfully, and transparently. We only collect data needed to deliver services, manage operations, and meet legal obligations. We use trusted processors where necessary, retain data only for appropriate periods, and respect the rights of every customer in the area.

By engaging our services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable data protection law. We take privacy seriously and aim to ensure that all personal data is handled with care, confidentiality, and respect.