Privacy Policy - Man With Van Nunhead

This Privacy Policy explains how Man With Van Nunhead collects, uses, stores, shares, and protects personal data when providing removal and van services. It applies to all Man With Van Nunhead customers in the area, including individuals, households, landlords, tenants, and businesses who request or receive services from us. We are committed to handling personal information in a fair, lawful, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information necessary to arrange, deliver, manage, and improve our services. Depending on the nature of your enquiry or booking, we may collect the following categories of data:

Identity data: name, title, and any business or trading name.
Contact data: telephone number, email address, and service address details.
Booking and service data: moving date, collection and delivery locations, property access details, item lists, and special handling requirements.
Payment data: billing information and payment confirmation details. We do not store full card details unless strictly necessary for secure payment processing arrangements.
Communication data: records of emails, messages, notes from calls, and any other correspondence relating to quotes, bookings, complaints, or service updates.
Technical data: basic website or device information such as IP address, browser type, and usage data where relevant for security and service improvement.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service need, such as access or mobility arrangements. Where such information is provided, we will treat it with additional care and only use it where lawful.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and answer enquiries;
to schedule, perform, and manage removal or van services;
to confirm booking details and service changes;
to process payments, refunds, and invoicing;
to maintain internal records and service quality;
to handle complaints, disputes, and insurance-related matters;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use your information for the purposes stated above or for compatible purposes that you would reasonably expect in the context of our services.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. We rely on the following bases, depending on the specific activity:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging service delivery, preparing quotations, and communicating about your move.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, managing service improvements, preventing fraud, maintaining accurate records, and ensuring operational security.

Legal Obligation

We process certain data where required by law, including tax, accounting, insurance, and regulatory compliance requirements.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications or where you voluntarily provide information that is not otherwise necessary for the service. You may withdraw consent at any time where consent is the lawful basis used.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as where there is an emergency affecting health or safety.

4. Sharing Your Data and Processors

We may share personal data only where necessary and with appropriate safeguards. We do not sell personal data. We may share information with trusted third parties acting as data processors or independent controllers, including:

Payment processors who handle secure payment transactions;
Accounting and bookkeeping providers who support invoicing and tax compliance;
IT and cloud service providers who help store data securely and maintain systems;
Communication providers who assist with email, telephone, or messaging services;
Insurance or legal advisers where required for claims, disputes, or compliance;
Subcontractors or operational partners where necessary to fulfil the service you requested.

Where a third party acts as a processor, they are only allowed to process personal data on our instructions and must protect it using appropriate security measures. If data is transferred outside the UK, we will ensure suitable safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal or operational requirements. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records: kept for a reasonable period to manage service history, queries, and disputes.
Financial and tax records: kept for the period required by law.
Communication records: kept long enough to resolve issues and maintain evidence of instructions or agreements.
Marketing data: kept until you withdraw consent or opt out, where applicable.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in line with our retention practices.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of data on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to protect your information.

7. Your Rights Under Data Protection Law

You have rights in relation to your personal data, subject to legal limitations. 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 information;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restrict processing: to request limited use of your data in specific situations;
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, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on a request. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

8. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service arrangement and only where necessary. If we become aware that we have collected data unlawfully from a child, we will take reasonable steps to remove it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

10. Summary of Our Commitment

Man With Van Nunhead is committed to responsible data handling, transparency, and respect for customer privacy. We collect only what is necessary, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and retain it only for as long as needed. Our approach is designed to protect the rights and interests of everyone who uses our services in the area.