Privacy Policy - Man With Van Motspurpark

This Privacy Policy explains how Man With Van Motspurpark collects, uses, stores, shares, and protects personal data when providing moving, transport, collection, delivery, and related removal services. It applies to all Man With Van Motspurpark customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure 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 personal data necessary to provide our services, manage bookings, communicate effectively, and meet our legal obligations. The data we collect may include:

Identity information such as your name and title.
Contact details including address, email address, and phone number.
Service details such as move date, collection and delivery locations, item descriptions, property access details, and parking or loading requirements.
Billing and payment information where required for invoicing, payment processing, refunds, or accounting records.
Communication records including enquiries, quotes, complaints, feedback, and correspondence.
Operational information such as instructions provided for the move, special handling requirements, and records of completed services.
Technical and usage data if you contact us through digital systems, which may include basic device or log information used to maintain security and performance.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if it is relevant to access needs or service safety. If such data is provided, we will treat it with additional care and only process it where a lawful basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange bookings and manage schedules;
to carry out removals, deliveries, and related transport services;
to communicate about your booking, timing, and service changes;
to process payments, invoices, and refunds;
to keep records of services provided;
to deal with complaints, queries, and claims;
to maintain the safety and security of our staff, customers, and property;
to comply with legal, tax, and regulatory obligations;
to improve our services and customer experience;
to prevent fraud, misuse, or unlawful activity.

We only use data for purposes that are compatible with the reason it was collected. Where we need to use your data in a new way, we will ensure a valid lawful basis exists.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, Man With Van Motspurpark relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing the move, and handling payment arrangements.

Legal obligation

We may process and retain certain records to comply with legal and regulatory obligations, including tax, accounting, insurance, and dispute-handling requirements.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where your rights and freedoms do not override those interests. This may include improving our services, securing our operations, managing customer relationships, or defending legal claims. When relying on this basis, we consider whether the processing is necessary and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for particular optional communications or processing activities. If we rely on consent, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data only where necessary and with appropriate safeguards in place. We do not sell personal data. We may disclose data to trusted third parties who act as processors or independent controllers in connection with our services.

Examples of processors may include:

IT and system providers that host, secure, or maintain booking, communication, and record-keeping systems.
Payment service providers that process card or electronic payments.
Accountants and bookkeeping services that support financial administration.
Customer relationship or communication tools used to send service-related messages.
Storage or cloud service providers used to securely store records.

Where processors are used, they are required to act only on our instructions, keep data secure, and comply with data protection law. We may also share data with insurers, legal advisers, or public authorities where necessary to protect legal rights, prevent harm, respond to lawful requests, or comply with legal duties.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of data and the nature of our relationship with you.

Quotation and booking records are usually kept for a reasonable period after the service, unless needed for ongoing matters.
Invoice, payment, and accounting records may be retained for several years to meet tax and financial obligations.
Complaints, claims, and dispute records may be kept for as long as required to resolve the matter and defend legal claims.
General correspondence is retained only as long as necessary for service administration and customer support.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you. Retention is reviewed periodically to ensure we do not keep information longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of shared systems. While no method of transmission or storage is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

7. Your Rights

As a data subject under UK GDPR, you have important rights in relation to your personal data. These include:

Right of access – to ask for a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in specific situations.
Right to data portability – to request transfer of certain data to you or another organisation.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where consent is the basis for processing, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has not been handled properly. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Children’s Data

Our services are not aimed at children, and we do not knowingly collect personal data from children except where it is incidentally included in service arrangements, such as household move details. Where children’s data is involved, it is handled carefully and only for the limited purpose required to deliver the service.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that the data continues to receive a level of protection consistent with UK data protection law. This may include the use of approved contractual protections or transfers to jurisdictions with adequate safeguards.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is used.

11. Summary of Our Commitment

Man With Van Motspurpark is committed to respecting your privacy and using your personal data responsibly. We collect only what is needed, rely on lawful bases for processing, keep data only for as long as necessary, and use processors carefully to support our services. We also recognise and support your rights under data protection law. This policy applies to all Man With Van Motspurpark customers in area and is intended to ensure transparency, accountability, and trust in the way we handle your information.