Privacy Policy - Man With Van Grahamepark

This Privacy Policy explains how Man With Van Grahamepark collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, transport, and related moving services. It applies to all Man With Van Grahamepark customers in the area, including private individuals, landlords, tenants, homeowners, business customers, and anyone who makes an enquiry, requests a quote, books a service, or receives our services.

We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what information we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and what rights individuals have over their personal data.

1. Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet our legal obligations. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as telephone number, email address, and postal address.
Service details such as moving date, collection and delivery addresses, inventory information, property access information, and service preferences.
Payment information such as payment status, invoice details, and transaction references. We do not store card details unless they are required by a payment provider and securely handled by that provider.
Communication records including emails, messages, call notes, and complaint records.
Vehicle and access information where needed for planning a move, including parking arrangements, loading instructions, and entry requirements.
Technical data if you visit any digital service connected with our business, such as IP address, browser type, device information, and usage data.

In some cases, we may also collect limited special category data if it is voluntarily provided and necessary for a particular request, for example if access needs, mobility concerns, or other support requirements are relevant to the service. We aim to avoid collecting such information unless it is necessary and appropriate.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To communicate about schedules, access, pricing, and service changes.
To issue invoices, process payments, and maintain financial records.
To handle complaints, claims, and customer support requests.
To maintain internal records and improve service quality.
To comply with legal, accounting, tax, and insurance obligations.
To protect our business, staff, property, and customers from fraud or misuse.

We do not use personal data for automated decision-making that produces legal or similarly significant effects. If this changes, we will update this policy and provide any required information.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, arranging a move, providing transport services, and managing payments related to the service.

Legal Obligation

We may process and retain certain information to comply with tax rules, accounting obligations, record-keeping duties, insurance requirements, and other legal responsibilities.

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 business administration, service improvement, security, preventing fraud, responding to disputes, and keeping appropriate internal records. We always consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, especially for optional communications or the collection of information that is not necessary to provide the service. Where consent is used, you may withdraw it at any time. This will not affect any processing that has already taken place lawfully.

Vital Interests or Public Task

These bases are unlikely to apply in normal business operations, but we may rely on them if there is an emergency or another exceptional circumstance requiring lawful processing.

4. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary and only under appropriate data protection controls. These third parties may act as data processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Accounting and bookkeeping providers who assist with financial administration.
Payment service providers who handle secure transactions.
IT and cloud storage providers who support business systems, document storage, and communications.
Customer management and scheduling tools used to organise bookings and service delivery.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontracted service partners if required to complete a move or support delivery, provided they are bound by confidentiality and data protection obligations.

Where personal data is shared, we take steps to ensure it is protected through appropriate contracts, security measures, and limited access. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, and in line with legal and business requirements. Retention periods may vary depending on the type of data and the reason for holding it.

Quotation and enquiry records are typically kept for a limited period to manage follow-up, customer service, and business administration.
Booking and service records are kept for the duration of the service relationship and for a reasonable period afterwards for dispute handling and business records.
Financial and tax records are retained for the period required by law.
Complaint, claim, and correspondence records may be retained for longer where necessary to defend legal rights or resolve ongoing issues.

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

6. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and restricted sharing. While no system can be guaranteed to be completely secure, we take data protection seriously and review our safeguards regularly.

7. Your Rights

Under data protection law, you have certain rights regarding your personal data. Subject to legal limits and exemptions, these 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 use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request a copy of data you provided to us in a structured format, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will consider your request and respond within the timeframe required by law. We may need to verify your identity before acting on your request.

8. Complaints and Supervisory Authority

If you are unhappy with the way your personal data has been handled, you have the right to raise a complaint with the relevant data protection supervisory authority. We encourage you to raise concerns so that we can try to resolve them promptly and fairly through our internal process first.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or the way we operate. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

10. Summary of Our Commitment

We are committed to processing personal data lawfully, fairly, and securely. We collect only what is needed, use it for clear and legitimate purposes, retain it for no longer than necessary, and protect the rights of every customer. This Privacy Policy applies to all Man With Van Grahamepark customers in the area and is intended to provide a clear and transparent explanation of how personal data is managed throughout the service relationship.