Privacy Policy - Man With Van Addington

This Privacy Policy explains how Man With Van Addington collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Addington customers in the area, including anyone who requests a quotation, makes a booking, receives a moving service, or communicates with us in connection with 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. We aim to respect your privacy and ensure that your personal data is only used where we have a valid legal basis to do so.

1. Personal Data We Collect

We may collect the following types of personal data when you interact with us:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information including move dates, property details, access information, inventory notes, and service preferences.
Billing and payment information such as invoice details and transaction records.
Communications including messages, enquiries, complaints, and records of correspondence.
Technical and usage data where applicable, such as basic website interaction data or device information if you contact us through digital channels.
Special categories of personal data only if you voluntarily provide it and it is necessary for the service, for example health or access needs relevant to a move. We only process this information where permitted by law and with appropriate safeguards.

We collect personal data directly from you wherever possible. In some cases, we may receive information from third parties involved in the service, such as landlords, agents, or authorised representatives, but only where they have a lawful basis to share it.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To manage bookings and deliver removal or transport services.
To communicate with you about your enquiry, booking, or service updates.
To issue invoices, process payments, and maintain financial records.
To respond to complaints, queries, and customer support requests.
To improve our services, administration, and business operations.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, prevent fraud, and ensure service security.

We only use your data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and that this is permitted under data protection law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering services, and managing payments.

Legal Obligation

We may process and retain personal data where required to comply with legal duties, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include improving our services, managing customer enquiries, maintaining business records, and protecting against misuse or fraud.

Consent

In limited cases, we rely on your consent, particularly where the law requires it or where we process optional information. If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests or Public Interest

These bases are unlikely to apply in ordinary customer transactions, but we may use them if needed in exceptional circumstances to protect someone’s life or where required by law.

4. Data Sharing and Processors

We may share personal data with carefully selected third parties who help us operate our business. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

Accounting and bookkeeping providers.
Payment service providers.
IT and cloud storage providers.
Administrative support tools used to manage bookings and records.
Customer communication tools used to send service-related messages.

Where we use processors, they are only allowed to process personal data on our instructions and must implement appropriate security measures. We do not sell your personal data.

We may also share information with:

Professional advisers such as lawyers or insurers, where necessary.
Public authorities, regulators, or law enforcement where legally required.
Other parties involved in the service only when necessary to complete your booking or fulfil a legal obligation.

Any sharing is limited to what is necessary and appropriate for the relevant purpose.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations.

Retention periods may vary depending on the type of data and the nature of the service. In general:

Quotation and booking records are retained for a reasonable period to manage service history and customer support.
Invoice, payment, and tax-related records are retained for the period required by law.
Communication records are kept for as long as needed to resolve queries, manage disputes, or maintain business records.
Where data is no longer required, it is securely deleted, anonymised, or otherwise disposed of safely.

We review retention needs periodically to ensure that data is not held longer than necessary. Data minimisation and storage limitation are important principles in our privacy practices.

6. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, confidentiality obligations, and careful handling of records.

Although no method of transmission or storage is completely secure, we work to reduce risk and to respond appropriately if a data incident occurs.

7. Your Rights Under GDPR

You have a number of rights under data protection law, subject to certain conditions and exemptions. These 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 where there is no lawful reason for us to keep it.
Right to restriction - to ask us to limit the way we use your data in certain circumstances.
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.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request.

8. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with data protection law. This may include contractual protections or transfers to countries recognised as providing adequate protection.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

10. How We Handle Special Situations

In some cases, we may need to process information about access requirements, fragile items, health-related considerations, or other details relevant to a move. Where this happens, we only use the information to the extent necessary to deliver a safe and suitable service. We treat such information with extra care and only retain it for as long as needed for the specific purpose.

Man With Van Addington is committed to handling all customer data responsibly. We believe privacy should be clear, fair, and respectful. If you use our services, request a quote, or communicate with us, this policy applies to you as a customer in the area.

By continuing to use our services, you acknowledge that your information may be processed in accordance with this Privacy Policy and applicable data protection law.