Privacy Policy - Man With Van Eastcote

This Privacy Policy explains how Man With Van Eastcote collects, uses, stores, shares, and protects personal data in connection with our removal, delivery, transport, and related services. It applies to all Man With Van Eastcote customers in the Eastcote area, including private customers, household clients, landlords, tenants, and business users 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 GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Eastcote provides local man and van, moving, and transport services. In the course of delivering these services, we may act as a data controller when we decide how and why personal data is processed. This policy explains what data we collect, why we collect it, the legal basis we rely on, how long we keep it, and your rights in relation to your information.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing bookings, communicating with customers, processing payments, and meeting legal or operational obligations. The categories of data we may collect include:

Identity details such as your name and title.
Contact details such as telephone number, email address, and postal address.
Service information such as pickup and delivery addresses, preferred dates, property access details, and item descriptions.
Billing and payment data such as invoice details, payment status, and limited payment-related records.
Communication records including emails, messages, booking notes, and customer service correspondence.
Technical data if you interact with our digital systems, such as device information, browser type, and basic usage logs.
Special instructions related to access, fragile goods, or handling requirements, where you choose to provide them.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service requirement. If you share such information, we will only process it where permitted by law and only to the extent needed to support your request.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To confirm service details and communicate about your move or delivery.
To carry out the transport or removal service safely and efficiently.
To issue invoices, record payments, and maintain financial records.
To respond to questions, complaints, or service issues.
To meet legal, tax, accounting, and insurance obligations.
To protect our business, customers, and staff against fraud or misuse.
To improve our services and keep internal records accurate.

We only use your data in ways that are compatible with the purpose for which it was collected, unless we have a valid legal reason to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man With Van Eastcote may rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging bookings, completing removals, and issuing invoices.

Legal obligation

We may process and retain certain information to comply with legal requirements such as tax, accounting, insurance, record-keeping, and business compliance duties.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided these are not overridden by your rights and freedoms. This may include business administration, service improvement, customer support, fraud prevention, and operational planning.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information that is not essential for the service or where consent is required by law. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for the purposes set out in this policy. These third parties act either as processors on our behalf or as independent controllers in their own right.

Examples of processors and service providers may include:

Bookkeeping, accounting, and invoicing providers.
Payment processing services.
IT and cloud storage providers.
Email, messaging, and communication platform providers.
Customer record management or scheduling systems.
Insurance and claims administration providers.

Where processors are used, they are required to handle data only on our instructions, keep it secure, and comply with data protection obligations. We may also share information with legal, regulatory, or law enforcement authorities where required by law.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason it is held.

Booking and service records are typically kept for a reasonable period to manage customer relationships and resolve queries.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records may be kept for customer service, dispute resolution, and evidence of instructions.
Technical logs are kept only as long as needed for security and system administration.

When data is no longer required, it is securely deleted, anonymised, or destroyed.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures may include access controls, secure storage, confidentiality practices, and regular review of data-handling procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risks involved.

8. Your Rights

You have rights under data protection law in relation to your personal data. Subject to legal limits, these may include:

Right of access – to ask for a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to request that we limit how we use your data.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain data in a usable format where applicable.
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 law. We may need to verify your identity before acting on your request.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a lawful service arrangement. If we become aware that we have collected data inappropriately, we will take steps to remove or protect it where required.

10. Complaints

If you have concerns about how your personal data is handled, you may raise the issue with us so it can be reviewed. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their data is used.

12. Summary of Our Commitment

Man With Van Eastcote is committed to protecting your privacy and processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, limit access to trusted processors, retain it only as long as necessary, and respect your rights under data protection law. This policy applies to all customers in Eastcote who use our services, and it is designed to ensure transparency, accountability, and fair treatment of your information.