Privacy Policy - Man With Van Grange Park

This Privacy Policy explains how Man With Van Grange Park collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Grange Park customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Man With Van Grange Park is the data controller for the personal data collected in connection with our services. This means we decide how and why personal data is used. We take our responsibilities seriously and aim to process only the information that is necessary for providing safe, reliable, and efficient moving services.

2. Personal data we collect

We may collect and process different types of personal data depending on how you use our services. The information may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as pickup and delivery addresses, property access details, move dates, inventory information, and special handling instructions.
Billing and payment information such as transaction records, payment status, and invoice details.
Communication records including messages, calls, complaints, and service requests.
Technical data such as basic device or browser information if you use digital booking or enquiry systems.
Operational records such as scheduling notes, job completion records, and service history.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. Special category data may include information about health, religion, ethnicity, or other sensitive matters. If such information is ever shared with us, we will only use it where a lawful basis applies and additional safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan and deliver moving services.
To communicate about service updates, arrival times, and scheduling changes.
To issue invoices, manage payments, and maintain financial records.
To respond to enquiries, complaints, or claims.
To improve our services, processes, and customer experience.
To comply with legal and regulatory obligations.
To protect against fraud, misuse, and security incidents.

We only use your personal data for purposes that are compatible with the reason it was collected. We do not sell personal data.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, 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 managing quotes, bookings, service delivery, payment processing, and customer support relating to the service.

Legal obligation

We process certain personal data when required to meet legal obligations, such as tax recordkeeping, accounting, and responding to lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where your rights do not override those interests. This may include maintaining business records, preventing fraud, improving our services, handling complaints, and ensuring the security of our operations. When relying on this basis, we assess any potential impact on your rights and interests.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or certain types of data use. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties where necessary to operate our services effectively and lawfully. These third parties may act as processors or, in some cases, as separate controllers. Processors only act on our instructions and are required to protect your data appropriately.

Examples of processors or service providers may include:

Payment service providers that handle card or online payment processing.
Accounting and bookkeeping providers that support invoicing and financial administration.
IT and cloud service providers that help store data and maintain systems.
Communication service providers that facilitate email, messaging, or customer contact systems.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or other lawful request, or where it is necessary to protect our rights, customers, staff, or property.

Where any processor handles personal data on our behalf, we require appropriate contractual protections and security measures. These safeguards are designed to ensure that personal data is handled only for the intended purpose and is not kept longer than necessary.

6. Retention of personal data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period may vary depending on the type of data and the reason it is held.

In general:

Quote and booking records may be kept for a reasonable period to manage service history, customer queries, and business administration.
Invoice, payment, and tax-related records may be kept for the period required by law.
Communication records may be retained for as long as needed to resolve disputes or maintain accurate business records.
Data no longer needed is securely deleted, anonymised, or archived where appropriate.

We apply retention controls to avoid keeping personal data indefinitely. When retention is no longer necessary, we take steps to delete or securely dispose of the data.

7. International transfers

If any personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable data protection law. Such safeguards may include adequacy regulations or standard contractual protections designed to maintain an equivalent level of data protection.

8. Security of your data

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, data minimisation, staff confidentiality obligations, and regular review of our internal procedures.

Although no system can be guaranteed to be completely secure, we take data security seriously and review our controls to reduce risks to your information. We encourage customers to share only the information necessary for service delivery and to notify us of any suspected security issue involving their data.

9. Your data protection rights

Depending on the circumstances, you have rights under data protection law in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit the way we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions or limitations. For example, we may need to retain some information to comply with legal obligations or establish, exercise, or defend legal claims.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

10. Children’s data

Our services are intended for adult customers and business-to-consumer moving arrangements. We do not knowingly collect personal data from children except where it is incidental to a move and necessary to deliver the service safely. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

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 updated version will apply from the date it is made available. We encourage customers to review the policy periodically to stay informed about how we protect personal data.

12. Summary of our commitment

Man With Van Grange Park is committed to processing personal data fairly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, share it responsibly with trusted processors, and keep it only as long as necessary. This Privacy Policy applies to all Man With Van Grange Park customers in the area and is intended to ensure that your personal information is handled with care and respect.