Privacy Policy - Man With Van Childshill

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

By using our services, you acknowledge that certain personal data may be processed to deliver the service safely and efficiently. This policy is written to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your information.

1. Personal Data We Collect

We collect only the information necessary to provide moving, removal, collection, delivery, and related services. The types of data we may process include:

Identity details such as your name, and where relevant, business name.
Contact details such as phone number and email address.
Service details such as pickup and delivery addresses, access instructions, item descriptions, preferred dates, and service requirements.
Payment information such as payment status, transaction references, and billing records. We do not store full card details where payment is processed through a secure third-party provider.
Communication records including enquiries, confirmations, complaints, service updates, and any notes relating to your booking.
Operational information such as vehicle assignment, delivery schedules, and records needed to complete the move safely.
Special instructions that may reveal personal circumstances, for example access needs or time-sensitive arrangements, where provided by you.

We normally collect data directly from you when you request a quote, make a booking, or communicate with us. In some cases, we may receive information from third parties, such as a payment processor, a business partner arranging services on your behalf, or another person authorised to contact us for a booking.

2. How We Use Your Data

We use personal data only when we have a lawful reason to do so. Our main purposes are:

to provide quotes and respond to enquiries;
to arrange, confirm, and deliver moving services;
to manage access, timing, and logistics for collections and deliveries;
to process payments and maintain accounts;
to communicate with you about changes, delays, or service requirements;
to handle complaints, disputes, and service follow-up;
to maintain accurate business records and comply with legal obligations;
to improve service quality, training, safety, and business planning;
to prevent fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a valid lawful basis and, where required, your consent.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing activity. Depending on the situation, we may rely on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes quoting, confirming a booking, arranging transport, completing a move, and handling payment administration related to the service.

Legal Obligation

We may process data where required to comply with legal, accounting, tax, insurance, or regulatory obligations. This may include retaining invoices, transaction records, or other business documentation required by law.

Legitimate Interests

We may process certain information where it is reasonably necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include operational planning, service improvement, fraud prevention, record-keeping, and responding to service issues.

Consent

In limited cases, we may rely on your consent, for example where we need to use optional information for a specific purpose not covered by another lawful basis. If we rely on consent, you can withdraw it at any time.

We only process personal data when there is a clear lawful basis for doing so.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, reporting, or dispute-resolution purposes. Retention periods vary depending on the type of record and the reason it was collected.

Quotation and enquiry data may be kept for a limited period to manage follow-up requests, service history, or business records.
Booking and transaction records are usually retained for the period needed to complete the service and to meet financial and tax obligations.
Communication records may be retained where needed to evidence instructions, complaints, or service outcomes.
Operational and safety records may be retained where necessary for insurance, compliance, or incident management.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a way that prevents unauthorised access. If we need to keep data for a longer period due to a legal claim or regulatory requirement, we will do so only for as long as necessary.

5. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us operate our business. These processors only act on our instructions and are required to protect personal data appropriately. Depending on the service, this may include:

Payment processors for secure handling of transactions;
Accounting or bookkeeping providers for financial administration;
IT and cloud storage providers for data hosting, email, or system support;
Communication tools used to send service updates or manage enquiries;
Insurance providers or claims handlers where an incident must be reported or reviewed;
Professional advisers such as accountants or legal advisers when needed for compliance or dispute resolution.

We may also disclose personal data where required by law, by a court order, or to public authorities when necessary to comply with legal obligations or protect our rights.

We do not sell your personal data. Where information is shared with third parties, we take steps to ensure that appropriate safeguards are in place.

6. Data Security

We take 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, password protection, staff awareness procedures, and limiting access to data to those who need it for legitimate business purposes.

No system can be guaranteed completely secure. However, we work to reduce risks and respond appropriately if a security incident occurs. Where required, we will notify affected individuals and/or supervisory authorities in line with applicable legal obligations.

7. Your Rights

Under data protection law, you have a number of rights 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 how we use your data in certain cases.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exceptions under the law. If you wish to exercise any of these rights, we will respond in line with legal requirements and within the relevant timeframes.

8. Children and Vulnerable Individuals

Our services are intended for adults or authorised representatives arranging moving services. If we receive information relating to children or vulnerable individuals as part of a service arrangement, we will handle it carefully and only where necessary for the provision of the service, safety, or legal compliance.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. When we do so, the revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically to stay informed about how personal data is handled.

10. Fair Processing Commitment

Man With Van Childshill is committed to processing personal data with care and respect. We will only collect what we need, keep it only as long as necessary, and use it in ways that are consistent with the expectations of our customers and the law. We aim to ensure that our processing is lawful, transparent, and proportionate at all times.

If you are a customer of Man With Van Childshill in the local area, this policy applies to the personal data we collect in connection with your booking, enquiry, payment, and service history. Our goal is to provide a reliable service while respecting your privacy and protecting your rights.