Privacy Policy - Man With Van Redbridge

This Privacy Policy explains how Man With Van Redbridge collects, uses, stores, shares, and protects personal data when providing removal, transport, packing, and related services. It applies to all Man With Van Redbridge customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Redbridge acts as the data controller for personal data collected through our service enquiries, bookings, and customer communications. This means we determine why and how your personal data is used. We only collect information necessary to deliver our services, manage customer relationships, improve operations, and meet legal obligations.

2. Information We Collect

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

Identity details such as your name, title, and any company name you provide.
Contact details including phone number, email address, and service address.
Booking and service details such as moving dates, property access information, inventory details, and service preferences.
Payment information needed to process transactions, issue invoices, or confirm payment status.
Communication records including emails, messages, and notes from phone calls or enquiries.
Usage and technical information if you interact with our digital systems, including device data and basic analytics.
Special instructions you choose to share, such as access arrangements or fragile item handling requirements.

We do not intentionally collect unnecessary personal data. Where we receive information that is irrelevant to our services, we will not use it beyond what is required for safe and lawful service delivery.

3. How We Collect Your Data

We collect data directly from you when you make an enquiry, request a quotation, confirm a booking, communicate with us, or use our services. We may also receive information from third parties acting on your behalf, such as family members, landlords, letting agents, business representatives, or payment providers, where they are authorised to share it with us. In limited cases, we may also obtain information from public sources or operational partners when necessary to fulfil a service request.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To manage bookings and deliver moving or transport services.
To communicate with you about scheduling, access, pricing, and service updates.
To process payments, send invoices, and maintain financial records.
To handle complaints, claims, or disputes.
To improve our service quality, planning, and internal operations.
To comply with legal, tax, accounting, and regulatory obligations.
To protect against fraud, misuse, or security incidents.

We only use your data for purposes that are compatible with the reason it was originally collected, unless we have another lawful basis for doing so.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, our lawful bases are:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as preparing a quote, confirming a booking, or completing your move.

Legal Obligation

We may process and retain certain information to comply with tax, accounting, insurance, and other legal requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include service planning, customer support, quality improvement, fraud prevention, and record keeping. We always assess whether our interests are balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where optional marketing communications are offered or where you voluntarily provide additional information not required for service delivery. You may withdraw consent at any time where consent is the lawful basis.

6. Data Sharing and Processors

We do not sell your personal data. We may share data only where necessary and proportionate for business operations, legal compliance, or service delivery. When we use third-party service providers, they act as processors and process data on our instructions only.

Processors may include:

Payment processors for secure transaction handling.
IT and cloud service providers for storage, communication, and system support.
Accounting and bookkeeping services for financial administration.
Customer management or scheduling tools used to organise bookings and communications.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

Where personal data is shared with processors, we take reasonable steps to ensure that they implement appropriate technical and organisational safeguards, keep information confidential, and process data only for agreed purposes. We may also disclose information if required by law or to protect our rights, property, staff, customers, or the public.

7. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your data secure and treated in line with applicable data protection law.

8. Data Retention

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

Quotation and enquiry records are generally kept for a limited period to manage follow-up queries and business records.
Booking and service records are retained for the duration of the service relationship and for a reasonable period afterwards in case of claims or disputes.
Financial records are kept for the period required by tax and accounting law.
Complaint and dispute records may be retained longer where needed to resolve issues or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

9. Your Rights

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

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict the processing of your data in some situations.
Object to processing based on legitimate interests.
Data portability for information you provided to us where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your data is handled. We encourage you to contact us first so we can address any issue promptly and fairly. If you are not satisfied with our response, you may have the right to complain to the Information Commissioner's Office (ICO).

10. Security of Your Data

We use reasonable technical and organisational measures to protect personal data from loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to incidents.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or other service arrangement arranged by an adult. Where such data is processed, it is handled with the same care and legal safeguards as all other personal data.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how your information is handled.

13. Summary of Our Commitment

Man With Van Redbridge is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, rely on appropriate lawful bases, share data only with trusted processors when necessary, and keep personal data only for as long as it is required. This policy applies to all Man With Van Redbridge customers in the area and is designed to support your privacy rights and maintain trust in our services.

By using our services, you acknowledge that you have read and understood this Privacy Policy.