Privacy Policy - Man With Van Boundsgreen

Effective date: This Privacy Policy explains how Man With Van Boundsgreen collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Boundsgreen customers in the area, including anyone who enquires about, books, receives, or pays for our moving and transport services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a lawful basis to do so, and we take reasonable steps to keep your information secure and used fairly.

1. Personal Data We Collect

We may collect and process the following categories of personal data when you interact with us:

Identity data: your name and, where necessary, the names of people associated with the booking.
Contact data: address, email address, and telephone number.
Service data: details about the move, collection and delivery addresses, access information, preferred dates, inventory details, and special handling requirements.
Transaction data: payment status, invoice details, and records of services purchased.
Communication data: messages, enquiries, complaints, and feedback shared with us.
Technical data: limited information such as device or browser type if you contact us through digital channels, where applicable.
Usage and operational data: records relating to bookings, estimates, route planning, and service delivery.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or complete a payment. In some cases, we may receive information from a third party who arranges services on your behalf, such as a family member, employer, landlord, or estate agent, where this is relevant to the service.

2. How We Use Your Data

We use personal data only where necessary for legitimate service-related purposes. These include:

providing quotes and confirming bookings;
planning and carrying out removal and transport services;
communicating with you about your booking, timing, access, or service changes;
processing payments and issuing invoices or receipts;
responding to questions, complaints, and customer support requests;
maintaining business records and service history;
meeting legal, tax, accounting, and insurance obligations;
protecting against fraud, misuse, or unlawful activity;
improving our operations, service quality, and customer experience.

We will not use your personal data in ways that are incompatible with the purposes described in this policy unless we have informed you and have a lawful basis to do so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on the following bases:

Performance of a Contract

We process personal data to provide quotations, manage bookings, carry out moving services, collect payment, and fulfil our obligations to you under a service agreement.

Legal Obligation

We process certain information where required to comply with legal duties, including accounting, taxation, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, such as improving service delivery, protecting our business from fraud, managing customer communications, and keeping accurate records. Where we rely on legitimate interests, we balance our interests against your rights and freedoms.

Consent

In limited circumstances, we may ask for your consent, for example when a particular optional service or communication requires it. Where we rely on consent, you can withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties, known as processors, who process information on our behalf and under our instructions. These may include:

payment processors for handling card or electronic payments;
accounting providers for bookkeeping, invoicing, and tax-related administration;
IT and cloud service providers for secure storage, email, scheduling, and business systems;
communication and messaging providers for sending service updates and responding to enquiries;
insurance or claims-related providers where necessary to handle incidents;
professional advisers such as accountants, legal advisers, or auditors;
public authorities or regulators where we are required to disclose information by law.

We only use processors that provide appropriate guarantees regarding security, confidentiality, and data protection. Processors are not permitted to use your data for their own purposes. Where required, we put contracts in place to ensure GDPR-compliant processing.

In some cases, data may be transferred outside the UK. If that happens, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, so your information remains protected.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

As a general approach:

booking and service records are retained for a period necessary to manage the contract and resolve queries;
financial and invoicing records are retained for the period required under tax and accounting laws;
complaints, claims, and incident-related records are retained for as long as needed to manage the issue and any follow-up obligations;
unused enquiry data may be deleted sooner unless there is a valid reason to retain it.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage practices, password protection, staff confidentiality obligations, and limited access to information on a need-to-know basis.

However, no system is completely secure. While we work to protect your information, we cannot guarantee absolute security of data transmitted or stored electronically.

7. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal limits and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests;
data portability for information you provided to us, where applicable;
withdraw consent where processing is based on consent;
lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

To exercise your rights, we may need to verify your identity before responding. We will aim to respond within the time limits required by law.

8. Children’s Data

Our services are intended for adults arranging removals or related services. We do not knowingly collect personal data from children except where it is incidentally provided as part of a booking or service arrangement and only where it is necessary and appropriate.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects on you. If this changes, we will update this policy and provide appropriate information about your rights.

10. 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. The most current version will apply from the date it is published or otherwise made available. We encourage customers to review it periodically.

11. Scope of This Policy

This Privacy Policy applies to all Man With Van Boundsgreen customers in the area and covers personal data collected in connection with quotations, bookings, service delivery, payment processing, customer support, and related administrative activities.

By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection law. We respect your privacy and aim to handle your information in a fair, transparent, and lawful manner.

In summary: we collect only the data needed to deliver our services, use it for clear and lawful purposes, retain it for appropriate periods, share it only with trusted processors or where required by law, and respect your rights over your personal information.