Privacy Policy - Man With Van Marksgate

This Privacy Policy explains how Man With Van Marksgate collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Marksgate customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Marksgate provides local and regional man and van services, including house moves, office moves, item delivery, furniture transport, loading and unloading, and related logistics support. In delivering these services, we may need to collect and process personal information about customers, recipients, and other people involved in a booking.

We only collect the information that is necessary to provide our services, manage bookings, communicate effectively, and meet legal or contractual obligations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity details: name, title, and, where relevant, company name.
Contact details: address, email address, and telephone number.
Booking details: moving date, collection and delivery addresses, service type, access requirements, and inventory or item descriptions.
Payment information: billing details, payment status, and transaction records. We do not necessarily store full payment card details if a secure third-party payment processor is used.
Communication records: emails, text messages, call notes, and any information you choose to provide when requesting a quote or making a booking.
Special instructions: information about fragile, valuable, bulky, or sensitive items, and any delivery preferences necessary to complete the service.
Technical data: limited device or usage data if you communicate with us electronically, such as IP address or message metadata, where needed for security or troubleshooting.

In most cases, we do not seek to collect special category data. However, if you voluntarily provide information that reveals sensitive details, we will only process it where necessary and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to provide moving, transport, and related services;
to prepare quotations, confirm bookings, and manage schedules;
to communicate with you before, during, and after a service;
to process payments and issue invoices or receipts;
to handle customer queries, complaints, and service issues;
to maintain records for accounting, insurance, and legal purposes;
to prevent fraud, misuse, or security incidents;
to improve our operations, service quality, and business planning.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Man With Van Marksgate relies on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes handling quotes, confirming bookings, carrying out removals, and managing payment or service delivery.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, insurance, record-keeping, and other regulatory obligations.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing service operations, improving efficiency, maintaining security, and responding to enquiries or disputes.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain types of communication. Where consent is used, you can withdraw it at any time.

We will always ensure that the lawful basis selected is appropriate to the purpose of processing.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties when necessary to deliver our services or meet legal obligations. These may include:

Payment processors who handle secure financial transactions;
Accountants and bookkeepers who support financial administration and tax compliance;
IT and cloud service providers who host, store, or secure business records and communication systems;
Insurance providers or claims handlers where required to manage incidents or claims;
Legal or regulatory authorities where disclosure is required by law;
Subcontractors or drivers involved in fulfilling a service booking, where necessary to complete the job.

Where third parties process data on our behalf, they act as processors and are only permitted to use the data in line with our instructions. We take reasonable steps to ensure that all processors apply appropriate security measures and protect your information.

We do not sell your personal data. We do not share data with third parties for their own marketing purposes unless you have separately agreed to such use.

6. International Transfers

If any of our service providers store or process data outside the UK, we will only allow this where appropriate safeguards are in place. These safeguards may include standard contractual clauses, adequacy regulations, or other legally recognised transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods may vary depending on the type of data and the legal or operational requirement involved.

Booking and service records: retained for a reasonable period to manage customer history, service disputes, and operational needs.
Financial records: retained for the period required by tax and accounting law.
Correspondence and claims information: retained as needed to resolve issues, defend legal claims, or comply with insurance requirements.
Marketing preferences: retained until you withdraw consent or object where applicable.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we handle and the risks associated with our services.

While no system can be guaranteed to be completely secure, we work to maintain a proportionate and responsible security standard. Only staff, contractors, or processors with a legitimate need will have access to your information.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limitations, 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 restrict processing: to ask us to limit how we use your data in certain situations;
Right to data portability: to request transfer of data you provided to us, 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 your request.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in the context of a booking or delivery. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where legally required and appropriate.

11. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to raise them so we can review the issue and respond appropriately. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.

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. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man With Van Marksgate is committed to handling personal data lawfully, securely, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it only as long as necessary, and protect it through appropriate safeguards. We respect your rights and aim to provide a service that is both efficient and privacy-conscious for all customers in the area.