Privacy Policy - Man With Van Crewshill

Man With Van Crewshill is committed to protecting the privacy and personal data of all customers in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving and van services. It applies to all Man With Van Crewshill customers in area, including individuals, families, landlords, tenants, and business customers who arrange or receive services from us.

1. Introduction

We understand that when you book a move or related service, you may need to share personal details with us. We treat that information with care and only use it for legitimate business and legal purposes. This policy is designed to explain our practices in a clear and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By providing personal information to us, you acknowledge that it may be processed in accordance with this Privacy Policy.

2. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet our legal obligations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact information such as telephone numbers and email addresses.
Service details including collection and delivery addresses, move dates, item descriptions, property access notes, and service requirements.
Payment information such as billing details and transaction records.
Communication records including emails, messages, booking notes, and complaint correspondence.
Operational information such as instructions needed to complete a move safely and efficiently.
Technical data if you interact with us through digital systems, for example basic device or usage information used for security and service improvement.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it voluntarily. If such data is ever needed, we will only process it where there is a lawful basis and appropriate safeguards in place.

3. How We Use Your Data

We use personal data to provide and manage our services, communicate with you, and comply with legal obligations. Typical uses include:

responding to enquiries and preparing quotations;
confirming bookings and scheduling services;
planning routes, assessing access issues, and carrying out removals safely;
processing payments and issuing invoices or receipts;
handling customer support, feedback, and complaints;
maintaining business records and service history;
meeting tax, accounting, insurance, and legal requirements;
protecting against fraud, misuse, or unlawful activity.

We only use your data for purposes that are compatible with the reason it was collected. Where necessary, we may anonymise or aggregate information so that it no longer identifies you.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the situation, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging service delivery, communicating about the job, and handling payment.

Legal Obligation

We may process data where required to comply with legal duties, such as keeping accounting records, meeting tax obligations, or cooperating with lawful requests from authorities.

Legitimate Interests

We may process data where it is in our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, maintaining business records, and resolving disputes. We always consider whether our use of data is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, particularly where specific optional processing is involved. If we ask for consent, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before the withdrawal.

5. Sharing Your Information

We may share personal data with trusted third parties where this is necessary to deliver our services or meet legal obligations. These parties act as processors or, in some cases, independent controllers. They may include:

Payment processors that handle card or electronic transactions securely.
Accounting and bookkeeping providers used for financial administration and tax compliance.
IT, hosting, and data storage providers that help us operate secure systems.
Communication service providers used to send and receive emails, messages, or invoices.
Insurance providers and advisors where required for claims, risk management, or business protection.
Professional advisers such as lawyers, auditors, or consultants when necessary.
Public authorities where we are legally required to disclose information.

We do not sell your personal data. Any sharing is limited to what is necessary and subject to appropriate safeguards, including confidentiality obligations and data processing agreements where applicable.

6. Data Processors

Where we use third-party service providers to process personal data on our behalf, they are required to act only on our instructions and to protect the information appropriately. Our processors may include providers of secure cloud storage, invoicing tools, email systems, scheduling systems, and payment platforms.

We take reasonable steps to ensure that processors:

use personal data only for authorised purposes;
implement suitable technical and organisational security measures;
restrict access to authorised personnel;
delete or return data when it is no longer needed.

Man With Van Crewshill remains responsible for ensuring that any processor we appoint meets required data protection standards.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records are retained for a period necessary to manage the contract, customer care, and dispute resolution.
Financial and tax records are kept for the period required by law.
Communication records may be retained for business administration and complaint handling.
Where data is no longer needed, it is securely deleted, destroyed, or anonymised.

We periodically review the personal data we hold to ensure it is not kept longer than necessary. If data is no longer required, we take appropriate steps to dispose of it securely.

8. Your Rights

As a data subject, you have several rights under data protection law. These rights may be limited in some situations, but we will always assess requests carefully and respond appropriately.

Right of access – you may ask for 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 ask us to delete your data in certain circumstances.
Right to restriction – you may ask us to limit how we use your data in certain cases.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request transfer of certain data in a structured format where legally applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the relevant data protection supervisory authority if you believe your rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Data Security

We take the security of personal data seriously. We use appropriate technical and organisational measures designed to protect information from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures.

While no system is completely secure, we work hard to reduce risks and to handle personal data responsibly.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. Any such transfer will be limited to what is necessary for our business operations and subject to suitable controls.

11. Children’s Data

Our services are intended for adults arranging moving and van services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by an adult customer. If we become aware that data has been collected inappropriately, we will take steps to remove it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updates will take effect when the revised policy is published or otherwise communicated to you. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Man With Van Crewshill respects your privacy and handles personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it only as long as necessary, and protect it with appropriate safeguards. We are committed to supporting your rights and to maintaining trust with every customer in our area.

This Privacy Policy applies to all Man With Van Crewshill customers in area.