Privacy Policy - Man With Van Nottinghill

This Privacy Policy explains how Man With Van Nottinghill collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Nottinghill customers in the area, including individuals, households, landlords, tenants, and business customers who use our moving, delivery, packing, loading, unloading, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the information necessary to provide our services, manage our relationship with you, and meet legal or operational requirements. The types of data we may collect include:

Identity details such as your name and, where relevant, company name.
Contact details such as telephone number, email address, and service address.
Booking and service information including move date, pickup and delivery locations, item details, access requirements, and special handling instructions.
Billing and payment information such as payment records, invoices, and transaction references.
Communication records including enquiries, complaints, feedback, and correspondence relating to your booking.
Operational information such as route details, attendance records, and job completion notes.
Technical information where you interact with our systems, which may include device and usage data if relevant to security and service management.

We do not intentionally collect special category data unless it is voluntarily provided by you and strictly necessary for a specific purpose, such as access needs or health-related handling instructions. In such cases, we will only process that information where permitted by law and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes, manage bookings, and carry out removals and delivery services;
to communicate with you about schedules, access, changes, and service updates;
to process payments, issue invoices, and maintain financial records;
to manage customer service matters, complaints, and claims;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, and security incidents;
to improve our services, processes, and customer experience;
to maintain internal records and ensure continuity of business operations.

We will only use your information for the purposes for which it was collected unless we reasonably determine that we need to use it for a compatible purpose and such use is lawful.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out the moving service, and handling payment and service administration.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, including accounting, tax, insurance, and record-keeping duties.

Legitimate Interests

We may process certain personal data for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include improving service quality, maintaining security, preventing fraud, and managing business operations efficiently.

Consent

Where required by law, or where we rely on consent for a particular activity, we will obtain your consent before processing. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

In rare cases, we may process personal data to protect someone???s vital interests or where processing is necessary for reasons of public interest in accordance with applicable law.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These third parties may act as processors or independent controllers depending on the service they provide. We require them to respect data protection obligations and to process data only on our instructions where they are acting as processors.

Examples of processors or third-party service providers may include:

Payment processors that handle card or online transactions securely;
Accounting and bookkeeping providers that assist with financial records and compliance;
IT and software providers that support scheduling, communications, data storage, and system security;
Customer support tools used to manage enquiries and service requests;
Professional advisers such as insurers, legal advisers, or auditors where needed;
Subcontracted service partners involved in delivering specific parts of a job, when necessary to complete your service.

We may also disclose information to public authorities, regulators, law enforcement, or courts where required by law or where necessary to establish, exercise, or defend legal claims.

Where personal data is shared with a processor, we ensure appropriate contractual safeguards are in place. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, tax, insurance, and operational requirements. The retention period may vary depending on the type of data and the reason it was collected.

Typical retention principles include:

Customer and booking records are retained for a period necessary to complete the service and manage follow-up matters.
Invoices and financial records are kept for the period required by law and accounting practice.
Complaint and dispute records may be retained longer if needed to resolve issues or defend claims.
Security and operational records are retained only as long as needed for safety, fraud prevention, or system integrity.

When information is no longer required, we will securely delete, anonymise, or dispose of it in a reasonable and safe manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures are designed to reflect the nature of the data and the risks associated with processing it. While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is suitable and proportionate.

Access to personal data is limited to personnel and service providers who need it for legitimate business purposes. We also expect anyone who processes information on our behalf to apply equivalent security standards.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may be subject to legal limits or exemptions, depending on the circumstances.

Right of Access

You may request a copy of the personal data we hold about you and information about how it is being used.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to Erasure

You may request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purpose collected.

Right to Restrict Processing

You may ask us to limit processing in certain situations, such as while accuracy is being verified.

Right to Data Portability

Where applicable, you may request your personal data in a structured, commonly used, machine-readable format and ask for it to be transferred to another controller.

Right to Object

You may object to processing based on legitimate interests or to direct marketing where applicable.

Rights Related to Automated Decision-Making

We do not carry out solely automated decision-making that produces legal or similarly significant effects about you, unless we clearly inform you and the law allows it.

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

8. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are used so that your information remains protected in a manner consistent with UK data protection law. Such safeguards may include approved contractual clauses or transfers to jurisdictions with adequate protection standards.

9. Children???s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidental to a booking or service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data improperly, we will take steps to delete or secure it as required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will take effect when published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man With Van Nottinghill is committed to processing personal data responsibly, transparently, and securely. We collect only what is necessary, use it for clear and lawful purposes, keep it only as long as needed, and share it only with appropriate processors or where the law requires it. We respect your rights and aim to maintain trust in every service we provide to our customers in the area.