Privacy Policy - Man With A Van New Cross

This Privacy Policy explains how Man With A Van New Cross collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man With A Van New Cross customers in area, including individuals, households, landlords, tenants, and businesses that request or receive our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, making an enquiry, receiving a quotation, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this policy. We only collect and use data that is relevant and necessary for the provision and administration of our services.

1. Data We Collect

We may collect personal data directly from you, from third parties acting on your behalf, or from our service providers. The data we collect depends on the nature of the job and the level of service required.

Identity details, such as your name and title.
Contact details, including telephone number, email address, and service address.
Booking and service information, such as collection and delivery addresses, access instructions, dates, times, item descriptions, and job preferences.
Payment and billing information, including invoice details and payment status.
Communication records, including emails, call notes, messages, complaints, and service updates.
Operational information needed to carry out a move or delivery safely, such as parking arrangements, property access details, and item handling requirements.
Technical data if you interact with us electronically, such as device information, log data, or basic usage data supplied by our systems.

We do not intentionally collect special category data unless it is necessary for a specific service and you have chosen to provide it. If such data is provided incidentally, we will process it only where a lawful basis exists and where additional safeguards are appropriate.

2. How We Use Personal Data

We use your data for legitimate business and service-related purposes, including:

providing quotations and confirming bookings;
planning and completing removals, transport, and delivery services;
communicating with you before, during, and after the job;
issuing invoices, processing payments, and maintaining financial records;
handling enquiries, disputes, complaints, and claims;
maintaining service quality, staff training, and operational records;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging logistics, carrying out services, and handling payment administration.

Legal Obligation

We may process data to comply with legal requirements, such as tax law, accounting obligations, insurance requirements, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing our operations, improving services, preventing fraud, responding to complaints, and maintaining records. When relying on this basis, we ensure the processing is proportionate and relevant.

Consent

Where required, we will seek your consent before processing your data for specific optional purposes. If you give consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties when necessary to deliver our services or comply with legal duties. These third parties may act as data processors or independent controllers.

Examples of processors and service partners may include:

payment processors that handle secure payment transactions;
accounting and bookkeeping providers that support invoicing and financial administration;
IT and cloud service providers that host or maintain our systems, files, or communications;
customer communication tools used for booking management, messaging, or record keeping;
insurance and legal advisers where needed for claims handling, compliance, or dispute resolution;
subcontracted service providers assisting with transport or labour on certain jobs.

Where we use processors, we require them to handle personal data securely and only on our instructions, with appropriate technical and organisational measures in place. If data is shared with independent controllers, they are responsible for their own compliance with data protection law.

We may also disclose personal data if required by law, to enforce our terms, to protect rights and safety, or in connection with a business restructuring or transfer, where permitted by law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records are usually retained for a period necessary to manage the job, address follow-up issues, and maintain operational records.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaint, dispute, and claim records may be retained for longer where needed to defend legal claims or resolve matters fairly.
Communication records are kept as needed for service administration and quality control.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

6. Data Security

We use reasonable 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 review of supplier arrangements. While no system is completely secure, we take data security seriously and aim to reduce risk to an appropriate level.

7. Your Rights

As a data subject under UK GDPR, you have important rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

the right to be informed about how your data is used;
the right of access to obtain a copy of your personal data;
the right to rectification if data is inaccurate or incomplete;
the right to erasure in certain circumstances;
the right to restrict processing in certain cases;
the right to object to processing based on legitimate interests;
the right to data portability for data processed by automated means based on contract or consent;
the right to withdraw consent where consent is the lawful basis;
the right to complain to the relevant supervisory authority if you believe your rights have been infringed.

We encourage you to contact us if you believe any data we hold is inaccurate or if you wish to exercise any of your rights. We may need to verify your identity before responding to a request. Requests will be handled within the time limits set by law.

8. International Transfers

Where data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place and that your personal data remains protected to a standard required by applicable law. This may include the use of approved contractual protections or transfer mechanisms.

9. Children’s Data

Our services are intended for adults, businesses, and authorised representatives arranging transport or moving services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arranged by an adult customer. If we become aware that we have collected data without an appropriate basis, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. 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.

Man With A Van New Cross is committed to treating your personal data with care, transparency, and respect. By using our services, you can expect us to process information only when it is necessary, proportionate, and compliant with data protection law. This policy applies to all Man With A Van New Cross customers in area.