Privacy Policy - Man With Van Newaddington

This Privacy Policy explains how Man With Van Newaddington collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Man With Van Newaddington customers in area, including prospective customers, current customers, and individuals who contact us on behalf of a customer. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or communicating with us in relation to a booking, you acknowledge that your personal information may be processed as described in this policy. We only collect and use information that is necessary to deliver our services, manage our business, meet legal obligations, and protect our legitimate interests.

1. Information We Collect

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

Identity details such as your name and, where relevant, the name of an organisation or household member acting on your behalf.
Contact details such as telephone number, email address, and service address.
Booking and service details including requested dates, property access information, item lists, volume of goods, and service instructions.
Payment information such as transaction records and billing details. We do not store more payment data than is necessary to process or record the payment.
Communication records including enquiries, notes about service requests, complaints, and correspondence.
Operational data such as job history, delivery notes, staff observations, and risk-related information needed to carry out a safe move.
Technical data if you interact with us through digital systems, such as IP-related logs or device identifiers, where applicable.

We normally collect data directly from you when you request a quotation, make a booking, confirm service details, or communicate with us. In some cases, we may receive your information from a third party, for example a landlord, estate agent, solicitor, family member, or business representative who is arranging services on your behalf.

2. How We Use Your Personal Data

We use personal data only where there is a valid reason to do so. Typical uses include:

providing quotes, arranging bookings, and delivering moving services;
planning routes, schedules, and vehicle allocation;
communicating with you about your service, changes, or issues affecting the job;
processing payments, issuing records, and managing accounts;
handling complaints, disputes, insurance matters, or claims;
meeting legal, tax, accounting, and regulatory requirements;
improving our operations, training staff, and maintaining service quality;
protecting our business, property, employees, contractors, and customers;
preventing fraud, misuse, or other unlawful activity.

We will not use your personal data for unrelated purposes without first ensuring we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Man With Van Newaddington relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and taking payment for services.

Legal Obligation

We may process and retain data to comply with legal duties, including tax, accounting, insurance, and record-keeping obligations, as well as obligations arising from transport and business regulations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your interests and rights do not override them. This may include service improvement, internal administration, security, fraud prevention, and the defence of legal claims.

Consent

In limited cases, we may rely on your consent, for example for optional communications or non-essential processing. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate the business. These parties act as processors or independent controllers depending on the circumstances.

Processors may include:

payment service providers who process transactions;
accounting and bookkeeping service providers;
IT and cloud storage providers;
customer communication and scheduling tools;
security, audit, and backup service providers;
subcontracted service providers assisting with a move, where necessary.

We require processors to handle personal data securely, to act only on our instructions, and to use data only for the agreed purpose. We do not permit processors to sell your information or use it for their own unrelated purposes.

We may also disclose personal data where required by law, by a court order, by law enforcement, or where necessary to establish, exercise, or defend legal claims. If our business is restructured, sold, or transferred, relevant personal data may be transferred to a successor entity under appropriate safeguards.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as long as required by law. The retention period depends on the type of data and the reason it is held.

Booking and service records are generally retained for a reasonable period to manage queries, resolve disputes, and maintain business records.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be kept longer where needed to evidence agreements, manage claims, or defend legal action.
Unused enquiry data is retained only for as long as necessary to respond to the enquiry and follow up appropriately.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. Retention schedules are reviewed regularly to ensure that information is not held for longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we work to ensure that protection is proportionate to the nature of the data we hold.

7. International Transfers

Where personal data is stored or processed using services located outside the United Kingdom, we will ensure appropriate safeguards are in place, such as recognised transfer mechanisms or equivalent legal protections, so that your information remains protected to a standard consistent with UK data protection law.

8. Your Rights

As a data subject, you have several rights regarding your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you may request deletion of your data.
Right to restriction – you may ask us to limit how we use your data in specific circumstances.
Right to object – you may object to processing based on legitimate interests.
Right to data portability – where applicable, you may request data in a structured, commonly used format.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

These rights are not absolute. In some cases, we may continue processing where we have a legal obligation, a compelling legitimate basis, or another lawful reason to do so.

9. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes, we will update this policy and explain the logic, significance, and consequences of such processing where required by law.

10. Children’s Data

Our services are generally intended for adults arranging household or business removals. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and provided by an adult acting lawfully on their behalf.

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 handling practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage customers to review the policy periodically so they remain informed about how their data is used.

12. Complaints and Supervisory Authority

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the appropriate data protection supervisory authority. We encourage you to contact us first so we can address the matter directly and, where possible, resolve it promptly. If you remain dissatisfied, you may escalate the issue to the regulator.

This Privacy Policy is designed to provide a clear explanation of how Man With Van Newaddington handles personal data in connection with its services. We aim to keep your information secure, use it fairly, and respect your privacy at every stage of our work.