Privacy Policy - Man With Van Creekmouth

This Privacy Policy explains how Man With Van Creekmouth collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Creekmouth customers in the area, including anyone who enquires about, books, or receives our removal, delivery, and related transport services. We are committed to handling personal information in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Creekmouth provides local and area-based van, moving, and transportation services. In providing these services, we may act as a data controller where we determine the purposes and means of processing personal data. This means we are responsible for deciding why and how your information is used and for ensuring it is processed lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect information that is necessary for arranging, delivering, managing, and improving our services. Depending on your interaction with us, this may include the following categories of data:

Identity data such as your name or business name.
Contact data such as your address, email address, and telephone number.
Booking and service data such as collection and delivery details, service dates, items to be moved, access requirements, and special instructions.
Payment data such as payment status, transaction references, and billing details where applicable.
Communication data such as messages, requests, complaints, and correspondence with us.
Technical data where relevant, such as basic device, browser, or usage information if you interact with our digital systems.

We do not intentionally collect special category data unless it is needed for a specific service issue and you choose to provide it. If you share such information, we will only process it where a valid legal basis exists and extra safeguards are in place.

3. How We Use Your Data

We use personal data for clearly defined purposes connected with our services. These include:

responding to enquiries and providing quotations;
arranging and delivering moving or transport services;
managing bookings, schedules, and service changes;
processing invoices and payments;
keeping records of completed work and customer communications;
handling complaints, disputes, or insurance-related issues;
meeting legal, regulatory, and accounting obligations;
protecting our business, staff, and customers from fraud or misuse;
improving service quality and operational efficiency.

We only use your personal data for the purposes for which it was collected, unless we reasonably determine that a compatible purpose exists or the law permits a further use.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, Man With Van Creekmouth may rely on one or more of the following lawful bases:

Contract

We process your information where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. For example, we need your contact and service details to provide moving services, confirm arrangements, and complete bookings.

Legal Obligation

We may process data when needed to comply with legal requirements, such as tax, accounting, record-keeping, or lawful requests from public authorities.

Legitimate Interests

We may use personal data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include managing operations, maintaining service records, improving customer experience, preventing fraud, and defending legal claims. Where required, we conduct a balancing assessment before relying on this basis.

Consent

In limited situations, we may ask for your consent, for example where optional marketing or non-essential communications are involved. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, independent controllers. We only share information where necessary and appropriate safeguards are in place.

Typical processors and recipients may include:

Payment service providers that handle transaction processing and payment security.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
IT and cloud service providers that store or support our business systems.
Communication providers that support email, messaging, or telephone systems.
Insurance providers or claims handlers where needed for incident management.
Professional advisers such as legal or financial advisers where necessary.

All processors are required to handle personal data securely and only in accordance with our instructions and applicable law. We do not sell your personal data.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take steps to ensure your information remains protected to a standard consistent with UK data protection requirements.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the nature of the service.

Enquiry records are generally kept for a limited period if no booking follows, to allow for follow-up and business record management.
Booking and service records are kept for the duration of the service relationship and for a further period where necessary for tax, accounting, or legal purposes.
Complaint or dispute records may be retained longer if needed to resolve issues or defend claims.
Marketing-related data is kept only while the relevant consent or legitimate basis remains valid.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Security of Your Data

We take the security of personal data seriously and use appropriate technical and organisational measures to help protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and limited data sharing. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any potential issue.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to certain legal conditions and exceptions, these rights may 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 data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to ask us to limit how we process your data in some situations.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

We will respond to requests within the time limits required by law and may need to verify your identity before acting on a request. If a request is manifestly unfounded or excessive, we may be entitled to refuse it or charge a reasonable fee where permitted by law.

10. Complaints and Supervisory Authority

If you believe your data rights have been infringed, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so that we can try to resolve any concerns directly and promptly. However, you remain entitled to seek help from the supervisory authority at any time.

11. 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 made available. We recommend reviewing this policy periodically so you remain informed about how your information is handled.

12. Summary of Key Points

This policy explains what information we collect, why we collect it, the legal grounds for doing so, how long we keep it, who may process it, and what rights you have. Man With Van Creekmouth uses personal data only as necessary to provide services, comply with legal duties, and manage business operations responsibly, securely, and transparently.