Privacy Policy for Man With Van Wallington

Man With Van Wallington is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your information in connection with the services we provide. It applies to all Man With Van Wallington customers in the area, including individuals and businesses who enquire about, book, or use our services.

This policy is designed to comply with the UK GDPR and the Data Protection Act 2018. We aim to handle all personal data fairly, transparently, and securely. By using our services, you acknowledge that we may process your information in accordance with this policy.

1. Information We Collect

We only collect personal data that is necessary for providing our services, managing our operations, and meeting legal obligations. The type of information we may collect includes:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details including address, email address, and telephone number.
Service details such as moving date, collection and delivery addresses, property access notes, item lists, and service preferences.
Payment information needed to process transactions, issue invoices, and manage accounts.
Communication records including emails, messages, and notes from calls or enquiries.
Technical and usage data if you interact with digital systems used to manage bookings, such as device information, IP address, or log data where applicable.
Special category data only when it is necessary and appropriate, and only where you have provided it voluntarily or it is required for a specific service arrangement.

We do not seek to collect more personal data than is needed. If you provide information about third parties, such as family members, tenants, or building managers, you must ensure that you have permission to do so.

2. How We Use Your Personal Data

We use personal data to deliver our services efficiently and to manage the customer relationship. Typical uses include:

responding to enquiries and providing quotations;
arranging and delivering moving, transport, or related services;
confirming bookings and updating customers about service progress;
issuing invoices, receiving payments, and managing credit control;
handling complaints, claims, or service issues;
maintaining internal records and service history;
meeting legal, tax, accounting, and regulatory obligations;
protecting the security of our operations, staff, and customers;
improving service quality and planning future operations.

We will never use your personal data in a way that is incompatible with the reasons we collected it, unless we have a lawful basis to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out moving services, and managing payments.

Legal Obligation

We may process data where required to comply with legal obligations, including accounting, taxation, record-keeping, insurance, or responding to lawful requests from authorities.

Legitimate Interests

We may use personal data for our legitimate business interests, provided these do not override your rights and freedoms. This may include managing our customer relationships, improving our services, preventing fraud, and keeping our business secure. We always balance our interests against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or request certain forms of communication. Where consent is used, you have the right to withdraw it at any time.

Vital Interests and Public Task

These bases are unlikely to apply in most cases, but may be used in exceptional circumstances where necessary to protect someone’s life or where required by law.

4. Sharing Your Information

We may share personal data with trusted third parties only where necessary for business operations, legal compliance, or service delivery. These third parties act as processors or independent controllers depending on the context.

Examples of recipients may include:

payment service providers;
accountants and tax advisers;
IT and software providers supporting booking, scheduling, storage, or communication systems;
subcontractors or service partners assisting with a move or related task;
insurance providers and claims handlers;
professional advisers such as solicitors or auditors;
law enforcement, regulators, or public bodies where disclosure is required by law.

Where we use processors, they are only permitted to act on our instructions and must protect personal data with appropriate safeguards. We require processors to process data securely, confidentially, and only for agreed purposes.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the nature of the data and the purpose for which it is used.

Customer and booking records are usually retained for the period needed to manage the service and resolve any related queries or disputes.
Financial and invoicing records are retained for the period required under tax and accounting rules.
Correspondence and complaint records may be kept longer where needed to demonstrate how issues were handled.
Security or incident logs are retained only for as long as necessary to investigate and prevent misuse.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review retention regularly to ensure data is not kept longer than necessary.

6. Data Security

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

Although we work hard to safeguard personal data, no system can be guaranteed completely secure. If a data breach occurs that affects your rights and freedoms, we will assess the situation and take appropriate action in line with our legal obligations.

7. Your Rights

Depending on the legal basis for processing and the circumstances of your request, you may have the following rights under data protection law:

Right of access - to request 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 certain situations.
Right to data portability - to receive certain data in a structured, commonly used, machine-readable format, where applicable.
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.
Right to complain - to raise a concern with the relevant supervisory authority if you believe your data has not been handled lawfully.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding.

8. Cookies and Similar Technologies

If we use websites, online forms, or digital tools that rely on cookies or similar technologies, these may collect limited technical data to support functionality, security, and performance. Where consent is required, it will be requested before non-essential cookies are used. Any such processing will be handled in line with applicable law and privacy requirements.

9. International Transfers

In most cases, personal data will be processed within the UK. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected to a standard consistent with UK GDPR requirements.

10. 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 specific service arrangement and provided by an adult responsible for the booking or service. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will take effect when published in an appropriate manner. We encourage customers to review the policy periodically so they remain informed about how their information is handled.

12. Contacting Us About Privacy

If you have questions about this Privacy Policy or want to exercise your rights, you can raise your request through the normal customer communication channels used for our services. We will respond in accordance with applicable data protection law and aim to deal with all requests promptly and fairly.

Summary: Man With Van Wallington processes customer data lawfully, securely, and only as needed for service delivery, compliance, retention, sharing, and rights handling.