Privacy Policy - Man And Van To

This Privacy Policy explains how Man And Van To collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man And Van To customers in area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, suppliers, and other individuals whose personal data we process in connection with our business. It covers data collected through enquiries, bookings, customer support, service delivery, payment processing, website interactions, and business administration.

2. Personal data we collect

We only collect personal data that is necessary for our services, operations, and legal obligations. Depending on how you interact with us, we may collect the following information:

• Identity data: name, title, and any details needed to identify you.
• Contact data: address, email address, telephone number, and service location.
• Booking and service data: moving dates, property access details, inventory lists, item descriptions, delivery instructions, and job notes.
• Payment data: payment status, transaction references, and billing details. We do not store more payment information than is necessary.
• Communication data: messages, emails, call notes, complaints, feedback, and any other correspondence with us.
• Technical data: basic device and usage information if you visit our digital services, such as IP address, browser type, and page interaction data.
• Special category data: generally, we do not intend to collect special category data. If such data is provided by you incidentally, we will process it only where legally permitted and necessary.

We do not deliberately collect data from children, and our services are intended for adults or authorised representatives acting on their behalf.

3. How we use your personal data

We use personal data for the following purposes:

• to provide quotations and assess service requirements;
• to manage bookings, schedules, and service delivery;
• to communicate with you about your enquiry or job;
• to process payments and maintain financial records;
• to resolve complaints, disputes, and service issues;
• to maintain business records and improve service quality;
• to comply with legal, tax, accounting, and insurance obligations;
• to protect our business, staff, customers, and property from fraud or misuse.

Where appropriate, we may also use aggregated or anonymised information for business analysis. This information does not identify you personally.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing quotes, arranging bookings, carrying out moves, issuing invoices, and handling service-related communication.

Legal obligation

We may process personal data to comply with our legal obligations, including tax compliance, accounting requirements, insurance obligations, and lawful record-keeping duties.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This can include managing our business efficiently, improving customer service, preventing fraud, and maintaining security.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications where consent is required by law. You may withdraw consent at any time, without affecting the lawfulness of processing based on consent before withdrawal.

5. Sharing your personal data

We may share personal data with trusted third parties where necessary to run our business and deliver services. These third parties act as processors or, in some cases, independent controllers.

Processors may include:

• IT and hosting providers that support data storage, email, and system administration;
• payment service providers that process card or electronic payments;
• accountants and bookkeeping services that assist with financial records and compliance;
• communication and CRM tools used for customer management and scheduling;
• insurance providers and claims handlers where required for risk management and claims handling;
• professional advisers such as legal or compliance advisers where necessary.

Where we use processors, they are required to protect personal data, use it only on our instructions, and comply with data protection law. We do not sell your personal data.

6. International transfers

If any of our processors or systems are located outside the UK, personal data may be transferred internationally. When this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to keep your information secure and legally protected.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods depend on the type of data and the reason for processing.

• Booking and service records may be kept for a reasonable period after completion to handle queries, complaints, or future reference.
• Financial and tax records are retained for the period required by law.
• Communication records may be retained for customer service, dispute resolution, and evidence of instructions.
• Marketing consent records are kept until you withdraw consent or until they are no longer needed.

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

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our internal practices. While no method of transmission or storage is completely secure, we work to protect your information to a standard appropriate to the risk.

9. Your rights

You have rights under data protection law in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

• Right of access: you may request confirmation of whether we process your personal data and receive a copy of it.
• Right to rectification: you may ask us to correct inaccurate or incomplete data.
• Right to erasure: you may ask us to delete your data in certain circumstances.
• Right to restrict processing: you may request limited processing in some situations.
• Right to object: you may object to processing based on legitimate interests or direct marketing.
• Right to data portability: you may request certain data in a structured, commonly used format where applicable.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

Please note that some rights are subject to legal exceptions. For example, we may need to retain certain records to comply with legal obligations or defend claims.

10. Marketing preferences

If we send marketing communications, we will do so only where permitted by law. You can object to direct marketing at any time. If you do so, we will stop using your personal data for that purpose.

11. Complaints and your right to complain

If you are concerned about how we handle your personal data, you have the right to raise the matter with us. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically.

13. Summary of our approach

In summary, Man And Van To collects only the personal data needed to provide moving and related services, uses it for clear and lawful purposes, retains it only as long as necessary, and shares it only with trusted processors or where required by law. We aim to process all personal data fairly, securely, and transparently, while respecting the rights of every customer.