Privacy Policy - Man With Van Norwoodgreen

This Privacy Policy explains how Man With Van Norwoodgreen collects, uses, stores, shares, and protects personal data in connection with the services it provides. It applies to all Man With Van Norwoodgreen customers in the area, including individuals, households, and business clients who request removals, deliveries, transport, packing, loading, unloading, or related moving services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Who We Are

Man With Van Norwoodgreen acts as the data controller for the personal data described in this policy when we determine the purposes and means of processing. This means we decide what information is collected and how it is used for the provision and administration of our services.

This policy covers data collected from customers, potential customers, property occupants, collection or delivery recipients, subcontracted clients, and anyone else whose information is provided to us in relation to our services.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The data we collect may include the following:

Identity details such as your name, title, and, where necessary, business name.
Contact details including phone number, email address, and service address.
Service information such as moving date, item list, access details, parking instructions, and delivery requirements.
Billing and payment information such as invoice details, payment status, and transaction references.
Communication records including emails, phone call notes, messages, and service enquiries.
Special instructions relevant to moving or handling items, including fragile items, timing requests, or access restrictions.
Technical data where applicable, such as limited device or website interaction information if you communicate with us through digital means.

We do not intentionally collect special category data unless you voluntarily provide it and it is strictly necessary for the service. If such data is shared, it will only be processed where we have a lawful basis to do so and appropriate safeguards are in place.

3. How We Collect Data

We may collect personal data directly from you, from a third party acting on your behalf, or from individuals connected to the booking. This can happen when you:

request a quote or make a booking;
communicate with us by phone, email, message, or form;
provide delivery or access instructions;
make a payment or request an invoice;
raise a complaint, query, or feedback;
are named as a recipient, contact person, or property representative.

We may also receive information from third parties when this is necessary to carry out the service, such as landlords, letting agents, estate agents, employers, suppliers, payment processors, or subcontracted partners.

4. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following:

Contract – to provide a quote, accept a booking, perform the moving service, manage logistics, issue invoices, and complete customer requests.
Legal obligation – to comply with tax, accounting, insurance, fraud prevention, and other regulatory requirements.
Legitimate interests – to manage our business efficiently, improve services, protect against misuse, handle customer relations, and maintain records, provided these interests do not override your rights and freedoms.
Consent – where you have given clear permission for a specific use of data, such as optional marketing or the processing of certain additional information.

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use the information we collect for the following purposes:

to provide quotations and confirm bookings;
to plan routes, allocate vehicles, and carry out moving services;
to communicate about arrival times, access arrangements, and job updates;
to issue invoices and manage payments;
to respond to enquiries, complaints, and service issues;
to maintain business, tax, and operational records;
to improve service quality and customer experience;
to ensure security, prevent fraud, and protect staff, customers, and property;
to comply with legal and contractual obligations.

We do not sell personal data. Any use of your information is limited to the purposes described in this policy or as otherwise permitted by law.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to process personal data according to our instructions and are required to keep it secure and confidential.

Examples of processors and service providers may include:

payment service providers for processing transactions;
accountants or bookkeepers for financial administration;
IT, cloud storage, and communication service providers;
customer management or scheduling tools;
subcontractors or partner movers assisting with service delivery;
professional advisers such as insurers or legal advisers where necessary.

We may also disclose personal data if required by law, court order, law enforcement request, or to protect our legal rights, property, staff, or customers.

Any processor engaged by Man With Van Norwoodgreen must implement appropriate technical and organisational measures to protect personal data.

7. International Transfers

Where a processor stores or accesses data outside the UK, we will only allow this where appropriate safeguards are in place and where the transfer complies with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

8. Data Retention

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

Booking and service records may be kept for the duration of the customer relationship and a reasonable period afterward.
Financial and tax records are typically retained for the period required by law.
Complaint and communication records may be retained for as long as needed to resolve disputes or demonstrate service history.
Unused enquiry data may be deleted after a reasonable period if no booking follows.

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

9. Data Security

We use appropriate technical and organisational safeguards to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, limited staff access, and secure disposal practices.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in accordance with legal requirements.

10. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain situations.
Right to restriction – you may ask us to limit how we use your data in certain cases.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law, unless an extension is permitted due to complexity or volume.

11. Marketing Communications

If we send marketing messages, we will only do so where permitted by law. You can opt out of marketing at any time. Opting out of marketing will not affect service-related communications that are necessary to complete a booking, respond to an enquiry, or manage an active service.

12. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided as part of a household move and only where necessary for the service. If we learn that we have collected data inappropriately, we will take reasonable steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The 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 personal data is used.

14. Summary of Key Commitments

Our promise to customers

We only collect data we need.
We process data lawfully and transparently.
We share data only with trusted processors or when legally required.
We keep data no longer than necessary.
We respect your rights and handle requests appropriately.

This Privacy Policy is intended to provide clear and accessible information about how Man With Van Norwoodgreen manages personal data for customers in the local area.