Privacy Policy - Man With Van Southhornchurch

Effective date: This Privacy Policy applies to all Man With Van Southhornchurch customers in the area we serve and explains how we collect, use, store, share, and protect personal data when providing our moving, removal, and related services.

1. Introduction

Man With Van Southhornchurch is committed to handling personal data in a lawful, fair, and transparent way. We understand that when you arrange a move, request a quote, or communicate with us, you may share information that is personal and sometimes sensitive in nature. This policy explains what information we collect, why we collect it, the lawful basis we rely on under the UK GDPR, how long we keep it, the third parties that may process it on our behalf, and the rights available to you.

By using our services, you acknowledge that this policy applies to your personal data. We only use data for purposes that are necessary, relevant, and proportionate to the services we provide.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details: your name, title, and any business name you provide.
Contact details: address, email address, telephone number, and moving location details.
Service information: details of your move, property access notes, inventory information, requested dates, and special handling requirements.
Payment information: payment status, invoice records, and limited billing details needed to manage transactions.
Communication records: messages, call notes, complaints, feedback, and service confirmations.
Technical data: basic device and usage data if you interact with us through digital systems, such as IP address and browser information where applicable.
Marketing preferences: whether you have chosen to receive updates or promotions, where permitted.

We do not intentionally collect more data than is required to arrange and deliver our services. If you choose to provide additional information, we will only use it where there is a valid legal reason to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to schedule, deliver, and manage moving services;
to communicate with you about bookings, changes, and service updates;
to issue invoices, process payments, and maintain accounting records;
to manage complaints, disputes, and insurance-related matters;
to improve our services, systems, and operational efficiency;
to comply with legal, tax, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to send marketing communications where permitted by law and where you have a right to object or opt out.

We will never use your information in a way that is incompatible with the original purpose unless we have a lawful basis for doing so and, where required, we notify you.

4. Lawful Basis for Processing

Under the UK GDPR, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging bookings, carrying out removals, and managing payment arrangements.

Legal Obligation

We may process and retain certain information to meet legal obligations, including tax rules, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights. Examples include improving our services, protecting against fraud, maintaining business records, and responding to service issues.

Consent

Where we rely on your consent, such as for optional marketing communications, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing and Processors

We may share personal data with trusted third-party processors who help us operate efficiently and deliver our services. These processors act on our instructions and are required to protect your information. They may include:

Payment providers that handle card or electronic payment processing;
Accounting and invoicing providers that assist with financial record management;
IT and cloud service providers that store or support secure business systems;
Communication service providers that help us send emails, messages, or service notifications;
Insurance, legal, and claims handlers where necessary to manage disputes or claims;
Professional advisers such as accountants or solicitors, where required;
Subcontractors or operational partners who support the delivery of a move or related service.

We may also disclose personal data if required to do so by law, court order, or a public authority with lawful grounds. Where feasible, we aim to limit shared information to what is necessary and always keep security in mind.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records: kept for as long as needed to manage the service and resolve follow-up issues.
Financial and tax records: kept for the period required by law and accounting practice.
Communications and complaints: retained for a reasonable period to evidence service delivery and manage disputes.
Marketing preferences: kept until you withdraw consent or object.

When information is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. Our aim is to keep data no longer than necessary while ensuring we can meet legal and operational needs.

7. Data Security

We take appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality procedures, and staff training. While no system can be guaranteed completely secure, we work to protect your information to a standard that is appropriate to the nature of the data and the risks involved.

Only authorised personnel and approved processors may access personal data when required for legitimate business purposes.

8. Your Rights

Depending on the circumstances and the legal basis used, you may have the following rights under data protection law:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your data in certain situations.
Right to restriction: ask us to limit how we use your data in certain cases.
Right to data portability: request transfer of certain data to you or another controller.
Right to object: object to processing based on legitimate interests or direct marketing.
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. Some rights may not apply in every situation, particularly where we are legally required to keep information or where another lawful ground overrides the request.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections recognised under data protection law. We only make such transfers where necessary and where the receiving party is bound to protect your data.

10. Children’s Data

Our services are intended for adults arranging moving and removal services. We do not knowingly collect personal data from children except where it is incidental and necessary for the provision of a household service, and then only to the extent required. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. 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 handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

12. Contact and Complaints

If you have concerns about how your data is handled, you may raise them with us so that we can review the issue. You also have the right to complain to the UK data protection regulator if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve matters promptly and fairly.

13. Summary of Our Approach

We process personal data lawfully, securely, and only when necessary to deliver moving services and meet our obligations. We are committed to transparency, data minimisation, and respect for your rights. This policy applies to all Man With Van Southhornchurch customers in the area we serve, and it is designed to ensure your information is handled with care, integrity, and accountability.