Privacy Policy - Man With Van Waddon

This Privacy Policy explains how Man With Van Waddon collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Waddon customers in the area, including anyone who requests a quotation, books a service, receives a move, or otherwise interacts with us in relation to our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that you have read this Privacy Policy and understand how your information may be processed. We may update this policy from time to time to reflect changes in law, our services, or how we manage data. Any revised version will apply from the date it is published.

1. Information We Collect

We collect only the personal data that is necessary for providing and managing our services. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service details such as collection and delivery locations, moving dates, property access information, item descriptions, and special handling requirements.
Payment information such as billing details and transaction records. We do not store card details unless this is clearly required and securely processed through appropriate payment systems.
Communication records including emails, text messages, call notes, and any queries or complaints you submit.
Technical information in limited circumstances, such as basic website usage data if you contact us through an online form or digital service.

We may also collect information about the contents, size, fragility, or special requirements of items being moved where this is necessary to plan and complete the service safely.

2. How We Use Your Data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, confirm, and perform moving services.
To communicate with you before, during, and after a booking.
To process payments, invoices, refunds, and bookkeeping records.
To manage customer support, claims, and complaints.
To improve our services, planning, and operational efficiency.
To comply with legal, tax, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or security risks.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that this is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, payments, and delivery of the agreed service.

Legal Obligation

We may process and retain some information to meet legal obligations, such as tax, accounting, fraud prevention, insurance, and record-keeping requirements.

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 operations, customer service, service improvement, and protecting our business from abuse or unauthorised activity.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional communications or certain marketing activities. If we rely on consent, you may withdraw it at any time.

We do not collect more data than is needed, and we do not use your personal information in ways that are incompatible with the original purpose without a lawful basis.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including for legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason it was collected.

Booking and service records are generally retained for a reasonable period after the service has been completed.
Financial and invoice records may be kept for the period required by tax and accounting law.
Customer correspondence may be retained for as long as needed to resolve queries, complaints, or claims.
Security and incident records may be kept where necessary to investigate or prevent misuse, damage, or legal disputes.

When personal data is no longer required, we will take reasonable steps to delete, anonymise, or securely destroy it. Retention periods are reviewed periodically to ensure that data is not kept longer than necessary.

5. Processors and Sharing of Data

We may share personal data with trusted third parties that help us operate our business. These parties act as data processors or independent controllers depending on the service they provide. We only share the data needed for the relevant purpose and require appropriate safeguards to protect it.

Examples of processors or service providers may include:

Payment processors that handle secure payment transactions.
Accounting or bookkeeping providers that assist with invoices, tax, and financial records.
IT and hosting providers that support data storage, systems, and communications.
Customer communication tools that help manage booking confirmations and service updates.
Professional advisers such as insurers, legal advisers, or auditors where needed.

We may also disclose personal data where required by law, regulation, court order, or to enforce our rights, protect our customers, or prevent fraud. Where data is transferred to a third party, we take steps to ensure that it is handled securely and in accordance with data protection law.

6. Data Security

We use appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of records.

However, no method of transmission or storage is completely secure. While we do our best to protect your information, we cannot guarantee absolute security. If a personal data breach occurs, we will assess the risk and take appropriate action in line with legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

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 ask us to delete your data.
Right to restriction – you may request that we restrict the use of your data in some situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – in certain cases, you may ask for your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will aim to respond within the timeframe required by law.

8. Children’s Data

Our services are intended for adult customers and business use related to moving and transportation. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking and only to the extent required for the service. If we become aware that personal data has been collected inappropriately, we will take reasonable steps to delete it.

9. International Transfers

Where any of our service providers process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal information. These safeguards may include adequacy regulations or approved contractual protections.

10. Changes to This Privacy Policy

We may change this Privacy Policy from time to time to keep it up to date with legal, operational, or service changes. The latest version will always apply to personal data processed by Man With Van Waddon. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

We respect your privacy and are committed to protecting your personal data. We collect only what is necessary, use it only for clear and lawful purposes, keep it only as long as needed, and share it only with trusted processors or where required by law. Your rights matter, and we aim to handle every request fairly and transparently.

Man With Van Waddon applies this Privacy Policy to all customers in the area and to any person whose data we process in connection with our services.