Privacy Policy - Man With Van Edgware

This Privacy Policy explains how Man With Van Edgware collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Man With Van Edgware customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the personal data necessary to arrange, deliver, and manage our services, communicate with customers, and meet legal and operational obligations. The information we may collect includes:

Identity information such as your name and, where relevant, the name of a business or organisation.
Contact information such as telephone number, email address, and service address.
Service details including moving date, collection and delivery locations, property access details, inventory information, and special instructions.
Payment and billing information such as payment status, invoice records, and transaction references.
Communication records including enquiries, complaints, quotes, service updates, and any correspondence relevant to your booking.
Technical information such as limited website or device data if you interact with online forms, including IP address and browser type, where applicable.
Additional information you choose to provide, for example access requirements, preferred timings, or information needed to safely complete a move.

We do not intentionally collect special category data unless you provide it voluntarily and it is necessary for a specific service request or to protect health and safety. Where such information is provided, it is handled with additional care and only where a lawful basis applies.

2. How We Use Your Data

We use personal data to deliver a reliable service and manage our business effectively. This includes:

providing quotations and confirming bookings;
planning and carrying out removals, deliveries, and associated services;
contacting you about arrival times, access issues, changes, or service updates;
issuing invoices, processing payments, and maintaining financial records;
handling complaints, claims, and service disputes;
maintaining internal records and business performance;
meeting tax, accounting, insurance, and legal obligations;
protecting our business, staff, and customers from fraud, misuse, or unlawful activity.

We only use your information for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies or we are required by law to do otherwise.

3. Lawful Basis for Processing

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

Contract - processing is necessary to provide a quote, arrange your booking, and complete the moving service you requested.
Legal obligation - processing is necessary to comply with laws relating to tax, accounting, record keeping, and other regulatory requirements.
Legitimate interests - processing is necessary for our legitimate business interests, such as improving services, managing communications, preventing fraud, and keeping appropriate records, provided these interests do not override your rights and freedoms.
Consent - in limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain forms of communication. You may withdraw consent at any time, where applicable.

Where we process special category data, we will only do so where an additional condition under data protection law is met, such as explicit consent, protection of vital interests, or establishment, exercise, or defence of legal claims.

4. Data Sharing and Processors

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

Types of processors may include:

Payment providers that process card or bank transactions;
Accounting and bookkeeping providers that help manage invoices and financial records;
IT and hosting providers that support communication systems, storage, or business software;
Customer management or booking platforms used to organise enquiries and appointments;
Professional advisers such as insurers, legal advisers, or auditors where required;
Subcontracted service providers assisting with delivery, transport, or logistics when necessary to fulfil the service;
Public authorities where disclosure is required by law or is necessary to protect rights, safety, or property.

All processors are expected to keep personal data secure, use it only for the agreed purpose, and delete or return data when no longer needed. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, insurance, or reporting requirements. Retention periods may vary depending on the type of record and the need to respond to claims or regulatory obligations.

Booking and service records are retained for a reasonable period to manage service history, complaints, and claims.
Invoice and payment records are retained for the period required by tax and accounting laws.
Correspondence and complaint records may be retained longer if needed to resolve disputes or protect legal rights.
Data no longer required is securely deleted, anonymised, or archived in line with our retention procedures.

When determining retention periods, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and applicable legal requirements.

6. Data Security

We take 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, password protection, staff awareness procedures, and limiting data access to personnel who need it to perform their duties.

Although we take reasonable steps to safeguard your information, no system can be guaranteed to be completely secure. If a data breach occurs and is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations, including notifying the relevant authority and affected individuals where required.

7. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may be limited in some circumstances, but we will always respond appropriately and in line with legal requirements.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
Right to erasure - you may ask us to delete your data where there is no valid reason for us to continue processing it.
Right to restriction - you can request limited processing in certain situations.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to data portability - you may request your data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move and provided by an adult authorised 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 required.

9. International Transfers

Where personal data is processed outside the UK, we will ensure that appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful mechanisms designed to maintain a level of protection consistent with UK data protection law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their data is handled.

11. Summary of Our Commitment

At Man With Van Edgware, we respect your privacy and handle your data with care, transparency, and responsibility. We collect only the information needed to provide our services, process it under a valid lawful basis, share it only with appropriate processors or where required by law, and keep it only for as long as necessary. This policy applies to all Man With Van Edgware customers in area and is intended to ensure your personal data is treated fairly and securely at every stage of our service.