Privacy Policy - Man With Van Highamspark

This Privacy Policy explains how Man With Van Highamspark collects, uses, stores, shares, and protects personal data in connection with the moving, van hire, packing, loading, and related removal services we provide. It applies to all Man With Van Highamspark customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within Highams Park and surrounding locations.

We are committed to handling personal data in a lawful, fair, and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, and what rights you have over it.

1. Who We Are

Man With Van Highamspark provides removal and transport services for domestic and commercial customers. In this policy, references to “we”, “us”, and “our” mean the business responsible for deciding how and why personal data is used in relation to our services.

We act as a data controller for the personal information we collect and use in the course of delivering our services, operating our business, and meeting legal or contractual obligations.

2. Personal Data We Collect

We only collect personal data that is necessary for the purpose of providing our services, managing our business, and meeting our legal duties. Depending on your interaction with us, we may collect the following types of information:

Identity data such as your name, title, and, where relevant, business name.
Contact data such as your address, email address, and telephone number.
Service details such as moving date, pickup and delivery addresses, property access information, item descriptions, inventory notes, and service preferences.
Payment and billing information such as payment status, invoices, and transaction records. We do not store unnecessary card details where payment processing is carried out by a secure third-party provider.
Communications data such as enquiries, quotes, complaints, feedback, and messages exchanged with us.
Technical and usage data where applicable, such as device or browser information when you interact with our digital systems or booking tools.
Special category data only if you voluntarily provide it and only where it is relevant to a service requirement, such as access needs or health-related moving considerations. We limit this as far as possible.

We do not intentionally collect more information than is needed. Where you provide data about other people, such as a family member, tenant, employee, or delivery contact, you should ensure you have permission to do so.

3. How We Use Your Data

We process personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, manage, and deliver moving and van services;
to verify service details, dates, and access arrangements;
to issue invoices, process payments, and maintain financial records;
to communicate with you about your booking or service changes;
to handle complaints, claims, or service disputes;
to maintain business records and improve our operations;
to comply with legal, tax, accounting, and regulatory requirements;
to protect against fraud, misuse, and unlawful activity.

We may also use aggregated or anonymised information for internal reporting and service improvement. Where data has been anonymised so that you can no longer be identified, it is no longer considered personal data.

4. Lawful Basis for Processing

We only process your personal data where we have a lawful basis under the UK GDPR. Depending on the context, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, coordinating removals, delivering services, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, improving services, maintaining customer records, preventing fraud, and responding to disputes.

Legal Obligation

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

Consent

In limited situations, we may rely on your consent, for example where we need to process optional information that is not necessary for the service. If we rely on consent, you may withdraw it at any time.

Vital Interests

In rare cases, we may need to process data to protect someone’s vital interests, such as in an emergency involving health or safety during a move.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, run our business, or meet legal duties. These third parties may act as processors or, in some situations, as independent controllers.

Processors are organisations that handle personal data on our instructions and are contractually required to protect it. Examples may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and software service providers;
customer communication and booking management systems;
professional advisers such as insurers, accountants, or legal advisers, where relevant.

We may also disclose data where required by law, court order, or regulatory request, or where it is necessary to protect our rights, property, customers, or staff.

We do not sell your personal data. Where any processing is carried out by a processor, we make sure suitable contracts and data protection safeguards are in place.

6. International Transfers

Some of our processors may store or access data outside the UK. If this happens, we take appropriate steps to ensure your information receives an adequate level of protection. These steps may include the use of approved transfer mechanisms and contractual safeguards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records are typically kept for a period needed to manage the customer relationship, resolve issues, and support service history.
Financial and tax records are retained for the legally required period.
Complaints, claims, and correspondence may be retained for as long as needed to resolve the matter and protect legal interests.
Enquiry data that does not lead to a booking may be kept for a limited period to allow follow-up and business administration.

When data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful supplier selection.

Although we take reasonable steps to safeguard information, no system can be guaranteed to be completely secure. If a data incident occurs, we will act in accordance with our legal obligations.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to conditions and exemptions:

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 data.
Right to erasure – in some circumstances, you can ask us to delete your personal data.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.
Right to complain – you can raise concerns with the relevant data protection authority if you believe your rights have been infringed.

To exercise your rights, we may need to verify your identity before responding. We aim to handle requests in line with legal timeframes.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household move and provided by a parent, guardian, or lawful representative. If we become aware that we have collected information improperly, we will take appropriate steps to delete or correct it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Approach

We collect only the information needed to provide moving services, communicate effectively, manage payments, and meet legal obligations. We process data under lawful bases such as contract, legitimate interests, consent, and legal obligation. We share data only when necessary with trusted processors and other authorised recipients, and we retain it only for as long as required. You have important rights over your data, and we are committed to respecting and protecting them.

Man With Van Highamspark aims to handle all personal data responsibly, transparently, and securely for every customer in the area.