Privacy Policy - Man With Van Whitecity

This Privacy Policy explains how Man With Van Whitecity collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Whitecity customers in area, including individuals who request quotes, book services, communicate with us, or otherwise use our moving and transport services.

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

1. Information We Collect

We collect only the data that is necessary for the provision and administration of our services. The personal data we may collect includes:

Identity details such as your name, title, and, where relevant, the name of a business or household contact.
Contact details such as phone number, email address, and service address.
Booking and service information such as move date, collection and delivery locations, item lists, access notes, and service preferences.
Payment-related information such as billing details and transaction records. We do not store full card details unless this is required by a secure payment provider.
Communication records including emails, messages, phone call notes, complaint details, and records of any support requests.
Technical information where you interact with our digital systems, such as basic device data, IP address, and usage logs, if applicable.
Special category data only if you choose to provide it and only where it is necessary, for example information about access needs or health-related concerns that affect moving arrangements.

We generally collect personal data directly from you when you make an enquiry, request a quote, confirm a booking, or communicate with us during the provision of our services. In some cases, we may also receive information from third parties, such as a landlord, letting agent, estate agent, payment service provider, or another person arranging a move on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, deliver, and complete moving and van services;
to communicate with you about your service request;
to process payments and manage invoices;
to respond to queries, complaints, and claims;
to maintain business records and improve service quality;
to comply with legal, accounting, insurance, and tax obligations;
to prevent fraud, misuse, or security incidents;
to manage operational planning, route scheduling, and service administration.

We will only use your data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or where the law permits or requires us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on the following lawful bases:

Contract

We process data when it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, arranging bookings, carrying out moves, and administering payments.

Legal Obligation

We may process and retain certain information where required by law, such as tax records, accounting records, or information needed to comply with other statutory duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving services, managing operations, keeping records, handling disputes, and protecting against fraud or misuse.

Consent

Where required, we may rely on your consent, for example if we need to process optional information that is not essential to the service. If we rely on consent, you have the right to withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s life or safety, for example where urgent action is needed during a service.

Where special category data is processed, we will only do so if a specific condition under data protection law applies, such as explicit consent or necessity in relation to health and safety.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, reporting, and insurance requirements.

Retention periods may vary depending on the type of information and the reason it is held. In general:

booking and service records may be kept for a period needed to manage the contract, resolve disputes, and maintain business records;
invoice and payment records are generally retained in line with tax and accounting obligations;
communication records may be kept for a reasonable period after the service has ended to handle follow-up queries or claims;
records relating to complaints, incidents, or insurance matters may be kept longer where necessary;
data no longer required is securely deleted, anonymised, or archived in a controlled manner.

When deciding how long to retain data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing, and any applicable legal requirements.

5. Processors and Sharing of Data

We may share personal data with trusted third-party processors who help us operate our business and deliver services. These processors act on our instructions and are required to protect your data appropriately.

Examples of processors or categories of recipients may include:

IT and hosting providers that support storage, email, and business systems;
payment service providers that process card or electronic payments securely;
accountants and bookkeeping providers assisting with financial administration;
insurance providers and claims handlers where a claim or incident arises;
professional advisers such as legal or compliance advisers;
subcontracted service providers assisting with moving operations, where necessary;
public authorities where disclosure is required by law or necessary for legal proceedings.

We do not sell your personal data. If data is transferred outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as an adequacy decision or standard contractual clauses, where required by law.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted data handling procedures.

Although no system can be guaranteed to be completely secure, we work to reduce risks and review our safeguards regularly. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable legal obligations.

7. Your Rights

As a data subject, you have rights under data protection law. These rights may apply in different situations and are not always absolute. They include:

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

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits required by law.

8. Marketing and Communications

We do not send unnecessary marketing communications. Where we do communicate with you, it is usually to manage your enquiry, booking, or service. If we ever send optional promotional material, we will do so only where permitted by law and, where required, with your consent. You may opt out of such communications at any time.

9. 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. We encourage you to review this policy periodically so that you remain informed about how we protect your data.

10. Summary of Our Commitment

Man With Van Whitecity respects your privacy and is committed to processing personal data responsibly, securely, and lawfully. We collect only what is necessary, use it for clear purposes, retain it for no longer than required, share it only with appropriate processors or authorities when needed, and uphold your rights under data protection law. This policy applies to all Man With Van Whitecity customers in area.