Privacy Policy - Man With Van Woodgreen

Man With Van Woodgreen is committed to protecting the privacy and personal data of all customers, prospective customers, and website visitors in the Woodgreen area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all Man With Van Woodgreen customers in the area, whether services are booked by phone, email, online enquiry, or through any other communication method.

We believe in handling personal data fairly, lawfully, and transparently. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have over it.

1. Data We Collect

We only collect personal data that is necessary to provide moving, transport, and related services effectively. The categories of data we may collect include:

Identity information: your name, title, and any business name if you are booking on behalf of a company.
Contact details: address, email address, telephone number, and other contact information needed to manage your booking.
Service information: details about your move, collection and delivery locations, access requirements, dates, times, inventory, and any special handling instructions.
Billing and payment data: invoice details, payment status, and records of transactions. We do not retain full payment card details where these are processed by a secure payment provider.
Communication records: messages, enquiries, complaints, feedback, and correspondence related to our services.
Technical data: limited information such as IP address, device type, browser type, and usage data if you interact with our online systems.
Special category data: we do not intentionally collect special category personal data unless you choose to provide it and it is necessary for service delivery, for example accessibility needs. Where such information is received, we apply additional safeguards.

We generally collect personal information directly from you. In some cases, we may receive information from third parties such as landlords, agents, business clients, or payment providers where this is necessary to perform a service or complete a booking.

2. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan and carry out removal or van services;
to communicate with you about your booking, arrival times, or changes to service;
to issue invoices, process payments, and manage accounts;
to handle complaints, disputes, or customer support requests;
to maintain business records and comply with legal obligations;
to improve our services, operations, and customer experience;
to protect against fraud, misuse, or unlawful activity;
to send service-related messages or follow-up information where appropriate.

We will only use your personal data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging logistics, delivering services, and managing billing.

Legal Obligation

We may process data where necessary to comply with legal or regulatory requirements, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, internal record management, and service improvement.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain non-essential communications. Where we rely on consent, you may withdraw it at any time.

Vital Interests and Public Interest

These bases are unlikely to apply to routine services, but may be used in exceptional circumstances if necessary to protect someone’s vital interests or where required by law.

4. Data Sharing and Processors

We do not sell your personal data. We may share it with trusted third parties where necessary to provide our services, operate our business, or meet legal requirements. These third parties act as processors or independent controllers depending on the service they provide.

Processors may include:

payment processors for secure transaction handling;
accounting and invoicing service providers;
IT support, cloud storage, and system maintenance providers;
communication service providers used for email or messaging;
professional advisers such as accountants or insurers;
subcontracted operational staff or partner service providers where needed to deliver a booking.

Where we use processors, we require them to handle personal data securely, only on our instructions, and in compliance with data protection law. We may also disclose information to law enforcement, regulators, courts, or other authorities if required by law or necessary to protect our rights, property, or safety.

5. International Transfers

In most cases, your data is processed within the UK. If a processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so that your data remains protected.

6. Data Retention

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

Retention periods may vary depending on the type of information:

Booking and service records: usually retained for a period necessary to manage the service and resolve any queries or disputes.
Financial and invoicing records: retained for the period required by tax and accounting law.
Communication records: retained for a reasonable period to support customer service and business records.
Marketing preferences or consent records: retained until you withdraw consent or object, where applicable.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff permissions, and procedures for handling data securely. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights

Depending on the legal basis and circumstances, you have rights in relation to your personal data. These include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: in some circumstances, you can ask us to delete your personal data.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you can request certain data in a structured, commonly used format.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been mishandled. We encourage you to contact us first so we can try to resolve any concerns promptly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data unlawfully, we will take steps to delete it.

10. Automated Decision-Making

We do not use personal data for automated decisions that have legal or similarly significant effects on individuals. Any service-related decisions are made by people and based on the information you provide.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The updated version will apply from the date it is published or otherwise made available. We encourage you to review it periodically so that you remain informed about how we protect your information.

12. Summary of Our Commitment

Man With Van Woodgreen respects your privacy and handles personal data with care, transparency, and accountability. We only collect what is needed, use it for clear and lawful purposes, keep it only for as long as necessary, and apply safeguards when sharing it with trusted processors. Your rights matter, and we aim to support them in a simple and fair way.