Privacy Policy - Man With Van Aldboroughhatch

This Privacy Policy explains how Man With Van Aldboroughhatch collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related services. It applies to all Man With Van Aldboroughhatch customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within our local operating area.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help customers understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights individuals have over their data.

1. Who We Are

Man With Van Aldboroughhatch provides removals and transport services, including local moves, deliveries, collection and drop-off services, and associated support. In the course of carrying out these services, we may process personal data relating to customers, recipients, account holders, payment contacts, property representatives, and people who are involved in the booking or completion of a job.

For the purposes of data protection law, we act as a data controller for the personal data we determine the purposes and means of processing.

2. Information We Collect

We collect only the information needed to deliver our services properly, manage bookings, comply with legal obligations, and improve customer experience. The information we may collect includes:

Identity details such as name, title, and any business name provided.
Contact details such as telephone number, email address, and service address.
Booking details including service date, time, collection and delivery locations, property access notes, and job instructions.
Payment information such as billing details and transaction records.
Communication records including messages, call notes, complaints, and feedback.
Service information relating to item lists, special handling requirements, parking arrangements, and delivery preferences.
Technical data that may be collected through website or device interactions, such as IP address, browser type, and usage logs, where applicable.

We do not intentionally collect sensitive personal data unless it is necessary for a specific service or a legal requirement, and where this occurs we ensure it is handled with additional care and appropriate safeguards.

3. How We Use Personal Data

We use personal data to operate efficiently and to provide a reliable service. Typical uses include:

processing enquiries and bookings;
planning and completing removal or transport services;
communicating updates, confirmations, and service changes;
issuing invoices, taking payments, and maintaining accounts;
handling complaints, claims, and customer support requests;
meeting insurance, accounting, and tax obligations;
maintaining service quality, security, and internal records;
protecting our business, staff, contractors, and customers from fraud or misuse.

We will only use personal data for the purposes for which it was collected unless we reasonably believe we need to use it for a compatible purpose and that such use is lawful.

4. Lawful Basis for Processing

We process personal data only where a lawful basis applies. Depending on the context, our lawful bases may include:

Contract

We process data where it is necessary to enter into or perform a contract with a customer. This includes booking jobs, confirming service requirements, and delivering the agreed moving or transport service.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by the rights and freedoms of the individual. This may include managing customer relationships, preventing fraud, improving operations, and maintaining service records.

Legal Obligation

We may process and retain data where it is necessary to comply with legal duties, including tax, accounting, insurance, health and safety, and regulatory requirements.

Consent

In limited circumstances, we may rely on consent, for example where we need permission to use certain data in a specific way. Where consent is used, it can be withdrawn at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties where needed to deliver services, administer our business, or comply with legal obligations. These third parties may act as processors or, in some situations, as independent controllers.

Examples of processors or service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT, cloud storage, and software providers;
customer management and communication systems;
insurance providers and claims handlers;
subcontracted movers or logistics partners where required to complete a job;
professional advisers such as solicitors, insurers, or auditors.

Where a processor is used, we require them to handle personal data securely, to use it only on our instructions, and to comply with applicable data protection law. We do not sell personal data.

We may also disclose information if required to do so by law, court order, or a regulatory authority, or where necessary to protect the rights, property, or safety of our business, customers, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the reason for holding it.

In general:

Booking and service records are retained for a period necessary to manage the service history and handle any follow-up queries or claims.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be kept for a reasonable time to support customer service, evidence, or dispute resolution.
Marketing preferences are retained until the individual withdraws consent or objects, where applicable.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in line with our retention procedures.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

Although we work hard to protect information, no system is completely secure. If a data incident occurs that is likely to pose a risk to individuals, we will respond in accordance with applicable legal requirements.

8. International Transfers

If any service provider stores or processes personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include approved contractual protections or transfer mechanisms that are recognised under UK data protection law.

9. Your Rights

Individuals whose data we process have a number of rights under data protection law. These rights may be subject to conditions or exemptions depending on the circumstances. They 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 personal data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in specific cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

We will respond to valid requests in accordance with applicable legal timeframes. To protect privacy, we may need to verify identity before acting on a request.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from children except where it is incidentally provided in the course of a household move or service arrangement. Where such data is processed, it is done only as necessary for service delivery and in compliance with the law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is protected.

12. Summary of Key Points

We collect only the information needed to provide moving and transport services.
We process data under lawful bases such as contract, legitimate interests, legal obligation, and consent where appropriate.
We may use trusted processors for payment, accounting, IT, insurance, and subcontracted service delivery.
We retain personal data only as long as necessary and then securely delete or anonymise it.
Customers have rights over their data, including access, correction, deletion, objection, and withdrawal of consent.

This Privacy Policy is intended to provide clear and transparent information about how Man With Van Aldboroughhatch handles personal data for all customers in the area. We are committed to respecting privacy and ensuring personal information is processed responsibly, securely, and only for legitimate purposes.