Privacy Policy - Man With Van Charingcross

This Privacy Policy explains how Man With Van Charingcross collects, uses, stores, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Charingcross customers in the area, including individuals and businesses who request quotations, make bookings, receive services, or communicate with us in any other way. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to protecting your privacy and to ensuring that any personal data we process is used only for legitimate business purposes. By using our services, you acknowledge that your information may be processed as described in this policy.

1. Data We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity details such as your name, title, and business name where relevant.
Contact details such as your address, email address, and telephone number.
Service information including pickup and delivery addresses, moving dates, inventory details, access notes, and service preferences.
Payment and billing information such as invoicing details, payment confirmations, and transaction records.
Communication records including emails, phone call notes, messages, complaint details, and any instructions you provide.
Technical data such as basic website or device usage information if you contact us through digital channels, including IP address, browser type, or cookies where applicable.
Special category data only where you choose to provide it and only if strictly necessary for service delivery or legal compliance. For example, this may arise if access arrangements require health-related considerations. We do not seek this type of information unless required.

We aim to collect only the data that is necessary for the purpose for which it is obtained. We do not sell personal data to third parties.

2. How We Use Your Data

Man With Van Charingcross uses personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange and deliver moving, loading, unloading, and transport services.
To manage bookings, scheduling, route planning, and service updates.
To process payments, raise invoices, and maintain financial records.
To communicate with you about your job, including confirmations, changes, and issue resolution.
To handle complaints, claims, and customer support requests.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.
To improve our services, business operations, and customer experience.

We will only use your personal data in a way that is compatible with the purpose for which it was collected. Where we need to use data for a new purpose, we will ensure that there is a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Man With Van Charingcross relies on the following bases where appropriate:

a. Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote at your request, confirming a booking, completing a move, and managing associated administrative tasks.

b. Legal Obligation

We may process data to comply with legal requirements such as tax records, accounting rules, insurance obligations, or lawful requests from public authorities.

c. Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include managing our operations, preventing fraud, improving services, and retaining records of past services.

d. Consent

In limited cases, we may rely on your consent, for example if you voluntarily provide information that is not required for a service or if a particular type of communication requires consent. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to run our business and provide services. These third parties act as data processors or independent controllers depending on the context. We take steps to ensure they handle personal data securely and only on our instructions where they are processors.

Examples of processors or third-party service providers may include:

Payment service providers who handle card or online payment processing.
Accounting and bookkeeping providers who assist with invoicing, financial records, and tax compliance.
IT and cloud service providers who store or support business systems, email, scheduling, or document management.
Communication providers who support phone, email, or messaging services.
Insurance providers and claim handling partners where relevant to an incident or claim.
Professional advisers such as legal, financial, or compliance advisers when necessary.
Subcontracted service partners who assist in carrying out a job where operationally required and only to the extent necessary.

We may also disclose personal data to law enforcement, courts, regulators, or other authorities where required by law or where necessary to protect our legal rights. Any sharing will be limited to what is necessary and proportionate.

5. Data Retention

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

Quotation and enquiry records may be retained for a reasonable period to manage follow-up questions, service comparisons, and business administration.
Customer service and booking records may be kept for the duration of the service relationship and for a period afterward for dispute handling and service history.
Financial and tax-related records are retained for the period required by law.
Claims, complaints, and incident records may be kept longer where necessary to establish, exercise, or defend legal claims.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, limited staff access, and supplier due diligence. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal conditions and exemptions, these rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to request that certain information be provided to you or another controller in a structured format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by law.

8. Children’s Data

Our services are not aimed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a lawful service request made by an adult customer. If we become aware that we have collected child-related data without an appropriate basis, we will take steps to delete it.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as approved contractual protections or transfers to countries recognised as providing an adequate level of protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The revised version will apply once it is published or otherwise made available. We encourage customers to review it periodically.

11. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority. We also encourage you to contact us first so we can try to resolve the matter promptly and fairly.

Summary: This Privacy Policy explains how Man With Van Charingcross collects, uses, shares, retains, and protects customer data, and outlines lawful bases and user rights under GDPR.