Privacy Policy - Man With Van Haroldhill

This Privacy Policy explains how Man With Van Haroldhill collects, uses, stores, shares, and protects personal data when providing moving and transportation services. It applies to all Man With Van Haroldhill customers in the area, including individuals, households, landlords, tenants, and businesses that arrange or receive our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Haroldhill provides man and van, removals, collection, delivery, and related logistics services. In the course of our operations, we may process personal data belonging to customers, recipients, property contacts, and other individuals connected with a booking. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect data that is necessary for arranging, carrying out, and administering our services. The categories of personal data we may collect include:

Identity details such as name, title, and, where relevant, business name.
Contact information such as telephone number, email address, and service address.
Booking information such as collection and delivery addresses, dates, times, property access instructions, item descriptions, and service preferences.
Payment and billing information such as invoice details, payment status, and transaction records. We do not store more financial information than is necessary to process and record payments.
Communications including emails, messages, notes about quotations, service changes, complaints, and customer requests.
Operational information such as vehicle allocation, route details, and job completion records.
Special instructions where a customer chooses to provide information relevant to fragile items, access needs, or other service requirements.

We may also collect information indirectly from a third party, such as a letting agent, landlord, employer, family member, or business representative who makes a booking on behalf of someone else. In such cases, we expect the person providing the information to have authority to do so.

3. How We Use Personal Data

We use personal data only where there is a valid lawful basis under data protection law. Our main purposes for processing include:

providing quotations and confirming bookings;
planning and completing removals, deliveries, and transport services;
communicating with customers about schedules, access, and service updates;
issuing invoices, handling payments, and maintaining business records;
responding to enquiries, feedback, disputes, and complaints;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, vehicles, and customers from fraud or misuse;
improving our services, administration, and operational efficiency.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we inform the relevant person.

4. Lawful Basis for Processing

Under GDPR, every use of personal data must have a lawful basis. Man With Van Haroldhill relies on the following bases:

Contract - we process data when it is necessary to prepare for, enter into, and perform our service agreement with a customer.
Legal obligation - we process certain information to meet tax, accounting, record-keeping, and other legal requirements.
Legitimate interests - we may process data to operate, secure, and improve our services, manage bookings, prevent fraud, and resolve disputes, provided those interests are not overridden by the individual’s rights and freedoms.
Consent - where consent is specifically needed, such as for optional marketing in jurisdictions or situations requiring it, we will rely on freely given consent. Consent can be withdrawn at any time.

We do not normally rely on consent where processing is necessary for the service itself. If we ever process special category data, we will only do so where a valid condition under data protection law applies and additional safeguards are in place.

5. Sharing Your Data and Processors

We may share personal data only when necessary and only with trusted third parties acting as data processors or independent controllers. These may include:

Payment service providers for handling payments and related administration.
Accounting or bookkeeping processors who assist with financial records and tax compliance.
IT and cloud service providers who support data storage, email, scheduling, and operational tools.
Insurance providers and claims handlers where incidents, loss, or damage need to be assessed.
Professional advisers such as accountants, auditors, or legal advisers where necessary.
Delivery or logistics partners if a job requires additional transport support.
Public authorities where we are required to disclose information by law or to protect rights and safety.

Where we use processors, we ensure they only act on our instructions, apply appropriate security measures, and process personal data under a written agreement. We do not sell personal data.

6. International Transfers

If any service provider stores or accesses personal data outside the UK, we ensure appropriate safeguards are in place so that the data remains protected to a standard consistent with UK GDPR requirements. These safeguards may include adequacy regulations or approved contractual protections.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and service record obligations. Retention periods depend on the type of data and the context in which it was collected.

Booking and service records are generally retained for a period necessary to manage the customer relationship and resolve any post-service issues.
Invoice and tax records are retained for the period required by law and standard accounting practice.
Correspondence and complaint records are retained for a reasonable time to evidence communication and support dispute resolution.
Insurance-related records may be retained longer where a claim or potential claim is involved.

When personal data is no longer required, we securely delete it or anonymise it so that it can no longer identify an individual.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and careful handling of documents and electronic records. While no system is completely secure, we work to reduce risk and maintain data integrity.

9. Your Rights

Individuals whose personal data we process have rights under data protection law. Subject to legal limitations, these rights include:

The right to be informed about how we use personal data.
The right of access to request a copy of the personal data we hold.
The right to rectification if information is inaccurate or incomplete.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for information processed by automated means and based on consent or contract, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where such processing is used.

To protect privacy, we may need to verify identity before responding to a rights request. Requests will be handled within the time limits required by law unless an extension is permitted.

10. Marketing Preferences

If we send any promotional communications, we will do so in line with applicable law. You may object to marketing at any time. Where consent is used, it can be withdrawn without affecting the lawfulness of processing carried out before withdrawal. We do not send unnecessary marketing and aim to keep communications relevant and limited.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided as part of a household or service arrangement by an adult with authority to do so. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where legally appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The most recent version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically.

Summary of Our Commitment

Man With Van Haroldhill processes personal data only when necessary, keeps it secure, shares it responsibly with processors, and respects the rights of every customer in the area. We aim to be transparent, lawful, and fair in every stage of data handling.