Privacy Policy

Man With a Van Borough Privacy Policy

This Privacy Policy explains how Man With a Van Borough collects, uses, stores and protects personal data in connection with our moving and transport services. It applies to all Man With a Van Borough customers in our service area and to anyone who contacts us to request information, quotes or bookings.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and other applicable data protection laws.

Data Controller

For the purposes of data protection law, Man With a Van Borough is the data controller for the personal data we process about our customers and prospective customers in our area. This means we decide why and how your personal data is processed in connection with our services.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you engage with us. This can include:

Identification and contact details such as your name, address, moving addresses, and other contact details you choose to provide when you contact us or make a booking.

Service and booking information such as preferred dates and times, type and size of move, access details for properties, special instructions for items, and any related information you provide so we can plan and carry out the services.

Communication records such as information contained in messages, call notes, and any feedback or complaints you provide, so we can respond and keep records of our interactions.

Payment and transaction details such as information necessary to process payments and records of invoices and payments for our services. We do not store full payment card details when using third party payment processors.

Technical and usage information such as basic device and usage data if you use any online contact or form tools, to the extent necessary to deliver those tools and maintain security.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quote, make a booking, use our services, communicate with us by phone or message, or provide feedback.

We may also receive personal data about you from third parties where this is necessary to provide the services, for example where another person arranges a move on your behalf and provides your details for contact and service delivery.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so. Depending on the circumstances, this may include:

Performance of a contract where processing is necessary to provide our services, including handling enquiries, providing quotes, confirming bookings, carrying out moves, and managing payment and billing.

Compliance with legal obligations where we are required to keep certain records for tax, accounting, or regulatory purposes, or where we must respond to lawful requests from public authorities.

Legitimate interests where we process personal data to manage and improve our services, prevent fraud, maintain security, handle enquiries and complaints, and keep basic records of past jobs, provided that our interests are not overridden by your rights and freedoms.

Consent where you have clearly agreed to a specific use of your data that is not covered by the bases above. You may withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

Purposes for Which We Use Personal Data

We use your personal data for the following main purposes:

To provide moving and transport services including processing enquiries and bookings, planning moves, carrying out collections and deliveries, and communicating with you about your service.

To manage customer relationships including handling complaints, queries and feedback, and keeping a record of communications related to your bookings.

To carry out administrative and business operations such as invoicing, processing payments, maintaining accounting records, and managing our fleet and staff schedules.

To improve and develop our services, for example by reviewing feedback and service history to help us plan resources and enhance customer experience.

To protect our business and customers including ensuring security, reducing fraud risk, and enforcing our terms and conditions when necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described above, including:

Service providers and processors such as information technology providers, communication platforms, and payment processors who process data on our behalf and only in accordance with our instructions.

Professional advisers such as accountants or legal advisers where this is necessary to obtain professional services or comply with legal obligations.

Public authorities and regulators where we are legally required to share data, or where sharing is necessary to establish, exercise or defend legal claims.

Where third parties act as data processors, they are bound by contractual obligations to keep your data secure, use it only for the agreed purposes, and process it in accordance with data protection laws.

International Data Transfers

If any of our service providers or processors are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is protected in line with applicable law. This may include using standard contractual clauses or relying on other recognised safeguards where required.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.

In general, we retain customer and booking records for a period that allows us to respond to questions about past services, manage any claims or disputes, and comply with tax and accounting obligations. After this period, personal data is securely deleted or anonymised so that it can no longer be linked to you.

The specific retention period for particular categories of data may vary depending on the type of data and the legal requirements that apply.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These include:

Right of access the right to request confirmation of whether we process your personal data and to receive a copy of the data we hold about you, together with certain information about how it is used.

Right to rectification the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure the right to request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the original purpose or where you withdraw consent and no other lawful basis applies.

Right to restriction the right to request that we restrict the processing of your personal data in certain situations, for example while we are considering a request to rectify or erase your data.

Right to data portability the right, in certain circumstances, to receive the personal data you provided to us in a structured, commonly used and machine readable format, and to request that we transfer it to another controller.

Right to object the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.

Right to withdraw consent where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or in our customer communications. We will respond to your request in accordance with applicable legal time limits.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns directly before you approach a supervisory authority.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need it for business purposes and requiring any third party processors to implement suitable security measures.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we use your personal data.