Privacy Policy - Man With Van Nagshead

Last updated: This Privacy Policy explains how Man With Van Nagshead collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Nagshead customers in the area, including anyone who requests a quote, makes a booking, uses our services, or communicates with us in connection with those services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man With Van Nagshead acts as the data controller for the personal data described in this Privacy Policy. This means we decide why and how personal data is processed for the delivery of our services and for the management of our business.

We are committed to handling personal data lawfully, fairly, and transparently. We only collect data that is necessary for legitimate business purposes and we do not sell personal information.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as your name and, where needed, the name of a contact person at your property or business.
Contact details such as telephone number, email address, and service address.
Booking and service details including moving date, collection and delivery locations, property access details, inventory notes, and special handling requirements.
Payment information such as billing details and transaction records. We may not store full card details if payments are handled by a secure payment provider.
Communication records including messages, call notes, complaints, and service-related correspondence.
Operational information such as vehicle allocation, job scheduling, route planning, and staffing records connected to your move.
Technical information where relevant, including basic website usage data, device information, or IP address if you interact with our online systems.

In limited circumstances, we may also process special category data if you choose to provide it and it is necessary to support the service, for example information about mobility needs or access requirements. Where this happens, we apply extra safeguards and only process such data when a lawful condition under data protection law is met.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and deliver moving services.
To communicate with customers about service arrangements, changes, or issues.
To manage payments, invoices, and accounting records.
To assess route planning, vehicle requirements, and staffing needs.
To handle complaints, claims, and customer support.
To comply with legal, tax, accounting, and regulatory obligations.
To improve the quality, reliability, and safety of our services.
To protect against fraud, misuse, or security incidents.

We only use personal data for clear and legitimate purposes. If we need to use data for a new purpose that is incompatible with the original reason, we will ensure that we have a valid legal basis and, where necessary, provide further information.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. We rely on the following legal bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out removals, and managing payment arrangements.

Legal Obligation

We may process personal data where it is required to comply with legal obligations, such as tax rules, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include service improvement, fraud prevention, internal administration, security, and managing customer communications.

Consent

Where we rely on consent, such as for certain optional communications or the processing of specific sensitive information, you have the right to withdraw consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before withdrawal.

Vital Interests and Public Task

These lawful bases are unlikely to apply in most cases, but may be used in exceptional situations where necessary for safety or legal compliance.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. Processors only handle personal data under our instructions and must protect it appropriately. Examples may include:

IT and hosting providers that store or support our business systems.
Payment service providers that process transactions securely.
Accounting and bookkeeping providers that support financial administration.
Communication service providers that help us send emails, messages, or manage customer records.
Insurance or claims handlers where relevant to a service issue or incident.
Professional advisers such as lawyers, auditors, or consultants where needed.

We may also disclose personal data to public authorities, regulators, law enforcement, or courts if required by law or to protect our legal rights. Any third party receiving data must handle it in accordance with GDPR requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, tax, insurance, and operational reasons. Retention periods vary depending on the type of information and the reason it is held.

Typical retention periods may include:

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaints and claims information: retained as long as needed to resolve the matter and manage legal risk.
Correspondence: retained for business administration and customer support purposes.

When personal data is no longer needed, we will securely delete, destroy, or anonymise it. We regularly review retention needs to ensure data is not kept longer than necessary.

7. Data Security

We use appropriate 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 practices, and limited access to information on a need-to-know basis.

No system is completely secure, but we take data protection seriously and aim to reduce risks through reasonable and proportionate safeguards.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place to protect your data in line with applicable data protection laws. This may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: in certain circumstances, you can ask us to delete your data.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request certain information in a portable format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise any of these rights, we may need to verify your identity before responding.

We will respond to valid requests within the time limits required by law.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in the course of arranging a service. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or communicated. We encourage customers to review this policy periodically.

12. Complaints

If you are concerned about how we handle personal data, you have the right to raise a complaint with the relevant data protection authority. You also have the right to contact us to discuss any concern first so that we can try to resolve it promptly and fairly.

13. Summary of Our Commitment

Man With Van Nagshead respects your privacy and is committed to handling your personal data in a transparent, secure, and lawful way. We collect only what is needed to provide our services, rely on appropriate lawful bases, retain data for no longer than necessary, use trusted processors under proper safeguards, and uphold your GDPR rights.

This Privacy Policy applies to all Man With Van Nagshead customers in area.