Privacy Policy - Man With Van Abbeywood

Man With Van Abbeywood is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, removal, delivery, and related services. It applies to all Man With Van Abbeywood customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

This policy is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you acknowledge that we may process personal data in the ways described below.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services safely, efficiently, and lawfully. The categories of information we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as phone number, email address, and billing or service address.
Service information including pick-up and delivery locations, moving dates, property access details, inventory information, and instructions relating to your move.
Payment information such as payment status, transaction records, and invoice details. We do not intentionally store full card details where payment processing is handled by secure third-party providers.
Communication records including emails, messages, call notes, complaint details, and service requests.
Technical information if you interact with digital services, such as device type, browser information, and basic usage data collected through standard website tools.
Special category data only where strictly necessary and provided by you, for example information about access needs, mobility requirements, or other details needed to deliver a safe service. We treat this information with extra care.

We do not intentionally collect more information than is needed for the service requested. If you choose not to provide certain data, we may not be able to complete the service properly.

2. How We Use Personal Data

We use your data for the following purposes:

To provide quotations, book jobs, and plan services.
To carry out removals, deliveries, collections, and associated support.
To communicate with you before, during, and after the service.
To manage payments, invoicing, refunds, and account records.
To handle complaints, claims, and service issues.
To improve service quality, train staff, and maintain operational records.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We use personal data only when we have a valid lawful basis to do so. Where appropriate, we may also anonymise or aggregate data so that it can no longer identify you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging a booking, carrying out the move, and managing related service communications.

Legal obligation

We may process data to comply with legal duties, such as accounting, tax recordkeeping, insurance requirements, fraud prevention, or responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our operations, improving services, keeping records, preventing misuse, and handling customer enquiries.

Consent

Where required by law, we will ask for your consent before processing certain types of data, especially if special category data is involved for optional purposes. You may withdraw consent at any time where consent is the lawful basis.

4. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to run our services and manage our business. These parties act as processors or, in some cases, independent controllers. We only share what is needed and require appropriate safeguards.

Processors may include:

IT and software providers that store customer records, scheduling data, or communication systems.
Payment service providers that process card or online payments securely.
Accounting and invoicing providers that support financial administration.
Insurance providers and claims handlers where incidents or damage must be reviewed.
Professional advisers such as auditors, legal advisers, or compliance consultants.
Subcontractors or operational partners assisting with service delivery where needed for your move or delivery.

We do not sell personal data. If data is transferred outside the UK, we will ensure that appropriate transfer safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy. Retention periods depend on the type of data, the nature of the service, legal requirements, and whether there is an ongoing dispute or claim.

Booking and service records are usually kept for a reasonable period after completion to manage customer service, complaints, or follow-up matters.
Financial and tax records are kept for the period required by law.
Communication records may be retained for as long as needed to resolve queries, complaints, or contractual issues.
Insurance and claims information may be kept until the matter is fully resolved and any limitation period has expired.

When data is no longer needed, it is securely deleted, anonymised, or destroyed in a safe and responsible manner.

6. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis used 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 data.
Right to erasure – You can request deletion of your data in certain situations.
Right to restrict processing – You can ask us to limit how we use your data in some circumstances.
Right to object – You can object to processing based on legitimate interests or direct marketing.
Right to data portability – You can ask for certain data to be provided in a structured, commonly used format.
Right to withdraw consent – Where we rely on consent, you can withdraw it at any time.

Please note that some rights are not absolute and may be limited by legal obligations, contractual needs, or the rights of others.

7. Security of Personal Data

We take appropriate 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 use of personal information.

Although no system is completely secure, we work to reduce risks and to respond appropriately if a data security issue occurs.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and is provided by a parent, guardian, or authorised adult. If we become aware that data has been collected incorrectly, we will take reasonable steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Key Principles

In short, Man With Van Abbeywood processes personal data fairly, lawfully, and transparently. We collect only what is needed, use it for defined service and compliance purposes, keep it only as long as necessary, and protect it with suitable safeguards. Our commitment is to respect your privacy while delivering reliable moving services to customers in the area.

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