Privacy Policy - Man With A Van Maidavale

This Privacy Policy explains how Man With A Van Maidavale collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With A Van Maidavale customers in the area, including individuals, households, and business clients who enquire about, book, or receive our services. 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.

1. Information We Collect

We collect only the personal data that is necessary to provide our services, manage enquiries, and meet legal obligations. Depending on the nature of your interaction with us, we may collect the following categories of information:

Identity data such as your name, title, and, where relevant, business name.
Contact data including address, email address, telephone number, and other communication details.
Service data such as moving dates, pickup and delivery locations, property access notes, item descriptions, and service preferences.
Payment and transaction data including billing records, invoices, payment status, and partial payment details where necessary.
Technical data when you interact with our digital systems, such as device information, IP address, browser type, and basic usage information.
Correspondence data including messages, emails, complaint details, and records of communications relating to our services.

We do not intentionally collect special category data unless you voluntarily provide it and it is required for a specific service issue or legal obligation. If such information is received, we will only use it where a lawful basis exists and where additional safeguards are appropriate.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, deliver, and manage moving or transport services;
to communicate about booking details, changes, or service requirements;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and customer support requests;
to maintain safety, security, and service quality;
to comply with legal and regulatory obligations;
to defend against, establish, or exercise legal claims where necessary.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies and is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Man With A Van Maidavale relies on the following lawful bases, depending on the context:

Contract – where processing is necessary to provide a quote, make a booking, deliver a service, or fulfil our agreement with you.
Legitimate interests – where processing is necessary for the operation, improvement, and security of our business, provided your interests and rights do not override ours.
Legal obligation – where we are required to keep records, meet accounting requirements, or comply with applicable laws and lawful requests.
Consent – where you have given clear permission for a specific purpose, such as optional marketing communications, and you may withdraw that consent at any time.

Where we rely on legitimate interests, we consider whether the processing is necessary and whether it is balanced against your rights and freedoms. Where consent is the lawful basis, it is obtained freely and can be withdrawn without affecting the lawfulness of prior processing.

4. Sharing Your Information

We may share personal data only where necessary and with appropriate safeguards. This may include sharing data with:

Service providers who support scheduling, storage, communications, accounting, or IT services;
Payment processors that handle secure transactions;
Professional advisers such as accountants, insurers, or legal advisers;
Public authorities where disclosure is required by law or necessary for a legal process;
Subcontracted processors assisting with operational tasks on our behalf.

All processors are required to act only on our instructions, maintain confidentiality, and implement suitable security measures. We do not sell personal data.

International Transfers

If any processor stores or accesses data outside the UK, we take reasonable steps to ensure that the transfer is protected by appropriate safeguards, such as adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, or dispute-resolution requirements. Retention periods may vary depending on the type of information and the context in which it was collected.

Enquiry data may be kept for a limited period to manage follow-up and customer service records.
Booking and service records may be retained for a longer period to evidence work completed and manage queries or claims.
Financial records are usually retained for the period required under tax and accounting law.
Complaint or dispute records may be kept until the matter is resolved and for an additional reasonable period afterward.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

6. Security of Personal Data

We use appropriate technical and organisational measures to help protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access, password protection, secure storage, staff confidentiality duties, and review of our data-handling practices.

However, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that poses a risk to your rights or freedoms, we will take the steps required by law, which may include notifying you and the relevant authorities where appropriate.

7. Your Rights

As a data subject, you have rights under data protection law. Subject to legal limitations and verification of identity, you may have the right to:

Access a copy of the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain circumstances;
Restriction of processing in some situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent where processing relies on consent;
Complain to the Information Commissioner's Office if you believe your rights have been infringed.

These rights are not absolute and may be limited where we have a lawful reason to continue processing or where legal exemptions apply.

8. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies on your device, these may be used for basic functionality, security, analytics, or performance monitoring. Where required, we will provide appropriate notice and, if necessary, obtain consent before non-essential cookies are used. You can manage cookies through your browser settings.

9. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children except where a parent, guardian, or lawful representative provides information that is necessary for the service. If we become aware that we have collected data unlawfully, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. The most current version will apply from the time it is published or otherwise made available. We encourage customers to review it periodically so they remain informed about how their information is handled.

11. Summary of Our Commitments

We collect only the data needed to provide and manage our services.
We process data on lawful bases such as contract, legitimate interests, legal obligation, and consent.
We share data only with trusted processors and others where required by law.
We retain data only for as long as necessary.
We respect your rights and handle data securely and responsibly.

By using the services of Man With A Van Maidavale, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.