Privacy Policy - Man With Van Monkenhadley

This Privacy Policy explains how Man With Van Monkenhadley collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related services. It applies to all Man With Van Monkenhadley customers in the area, including prospective customers, private individuals, business clients, and anyone who contacts us to request a quotation, make a booking, or receive services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to be clear and transparent so that you understand what information we collect, why we collect it, and what rights you have.

1. Personal Data We Collect

We only collect personal data that is relevant to delivering our services, managing customer relationships, meeting legal obligations, and improving our operations. The types of information we may collect include:

Identity information: name, title, and, where relevant, business name.
Contact details: phone number, email address, billing address, and service address.
Booking information: move dates, collection and delivery addresses, property access details, inventory lists, and service preferences.
Payment information: transaction details, invoicing records, and payment status. We do not store unnecessary payment card details where these are processed securely by a payment provider.
Communication records: enquiries, messages, call notes, complaint details, and feedback.
Service records: photographs or notes taken before, during, or after a move where needed to document the condition of items or the service provided.
Technical information: limited information such as device type, browser type, and website usage data if you interact with our online services, where applicable.

We normally collect data directly from you when you request a quote, confirm a booking, communicate with us, or make a payment. In some cases, we may also receive information from third parties such as estate agents, landlords, storage providers, business partners, or referral sources, but only where it is necessary and lawful to do so.

2. How We Use Personal Data

We use personal data only for legitimate and clearly defined purposes. These purposes may include:

providing quotations and estimates;
arranging, confirming, and delivering moving services;
contacting you about your booking, changes to schedules, or service-related matters;
issuing invoices, processing payments, and maintaining financial records;
responding to enquiries, complaints, and feedback;
protecting against fraud, misuse, or unauthorised access;
meeting legal, tax, accounting, and insurance requirements;
improving our services, operations, and customer experience;
maintaining internal records and business administration.

We do not use your data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so and have informed you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. Depending on the circumstances, Man With Van Monkenhadley relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into a contract with you or perform our obligations under a contract. This includes preparing quotations, confirming bookings, arranging removals, and delivering the agreed service.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including tax obligations, accounting rules, insurance requirements, and responses to lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that your interests and rights do not override those interests. These interests may include managing customer relationships, preventing fraud, improving our services, keeping records, and protecting our business operations.

Consent

In limited cases, we may rely on your consent, for example where you have agreed to receive certain types of marketing communications. Where consent is used, you can withdraw it at any time.

4. Sharing and Processors

We may share personal data only when necessary and only with appropriate safeguards. In some cases, we use trusted processors who act on our instructions and are contractually required to protect your data. These may include:

accounting or bookkeeping providers;
payment service providers;
IT, cloud storage, and software providers;
communication and email service providers;
customer relationship management tools;
professional advisers such as insurers, solicitors, or auditors;
subcontracted moving teams or logistics partners where required to perform the service;
public authorities, regulators, or law enforcement where required by law.

We do not sell personal data. Where a processor handles personal data on our behalf, we ensure that suitable contractual and security measures are in place. If data is transferred outside the UK, we will take steps to ensure that appropriate safeguards exist in accordance with applicable law.

5. Retention of Personal Data

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

Booking and customer records: retained for the period needed to administer the service and deal with post-service queries.
Financial and invoicing records: retained for the legally required accounting period.
Communication records: kept for a reasonable period to handle disputes, evidence service matters, or improve service quality.
Marketing data: retained until you withdraw consent or object where applicable.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices and legal obligations.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and restricted sharing of information on a need-to-know basis.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a data incident occurs, we will assess the situation and act in accordance with applicable legal and regulatory requirements.

7. Your Rights

As a data subject under GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain situations.
Right to restriction: you can ask us to limit how we use your data in certain circumstances.
Right to data portability: you may request that we provide certain data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests, and to direct marketing at any time.
Right to withdraw consent: where processing is based on consent, you may withdraw it without affecting prior lawful processing.

If you wish to exercise any of these rights, we will respond in line with data protection law. We may need to verify your identity before acting on your request. In some cases, legal obligations or legitimate grounds may mean we cannot fully comply with a request, but we will explain our decision where appropriate.

8. Automated Decision-Making

We do not normally use automated decision-making that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and provide the required information.

9. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to providing a household service and only where necessary. If we become aware that we have collected personal data without a proper basis, we will take steps to remove it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Man With Van Monkenhadley is committed to handling personal data lawfully, fairly, and transparently. We collect only the information needed to provide moving services and related support, use it for legitimate purposes, retain it for no longer than necessary, and share it only with trusted processors or where the law requires it. We also respect your rights and aim to respond to your requests promptly and appropriately.

This policy applies to all Man With Van Monkenhadley customers in area and forms part of our commitment to responsible and GDPR-compliant data protection practices.