Privacy Policy - Man With Van Bexley

Effective Date: This Privacy Policy applies to all Man With Van Bexley customers in the area and explains how personal data is collected, used, stored, shared, and protected when you request or receive our moving and van services.

We are committed to handling personal information 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 designed to help you understand what information we process, why we process it, and what rights you have over your data.

1. Who This Policy Applies To

This policy applies to all customers, prospective customers, and service users of Man With Van Bexley within the area, including anyone who contacts us to request a quote, book a service, make an enquiry, or communicate with us in relation to a move, delivery, or related support.

By using our services or providing us with your information, you acknowledge that your personal data may be processed as described in this policy.

2. Information We Collect

We collect only the information necessary to provide our services, manage bookings, respond to enquiries, and meet legal or operational obligations. The categories of information may include:

Identity details such as your name and title.
Contact details such as your address, phone number, and email address.
Service information including pickup and delivery addresses, move dates, service preferences, inventory details, and access requirements.
Payment-related information such as billing details and transaction records. We do not need to store more payment data than is necessary for accounting and record-keeping.
Communication records including messages, notes from calls, complaints, and feedback.
Technical information such as basic website or device usage data where relevant, for example IP address or browser type, if collected through digital systems used to process enquiries.
Special instructions you choose to provide, which may include access details or item handling preferences.

We do not intentionally collect sensitive personal data unless it is necessary and you have chosen to provide it for a specific service reason. If such data is ever processed, it will be handled with appropriate safeguards and only where a valid lawful basis applies.

3. How We Use Your Personal Data

We use personal data to run our business and provide moving services efficiently and safely. The main purposes include:

responding to enquiries and providing quotes;
confirming and managing bookings;
planning routes, staffing, and vehicle allocation;
delivering goods and completing moving services;
processing payments and maintaining financial records;
handling customer service, complaints, and follow-up communications;
maintaining internal records and service quality;
meeting legal, tax, insurance, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We will only use your information in ways that are compatible with the purposes for which it was collected, unless we reasonably determine that we need to use it for another lawful reason.

4. 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:

Contract

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

Legal Obligation

We may process and retain certain information to comply with legal responsibilities, such as tax records, accounting requirements, insurance obligations, and lawful requests from public authorities.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include service administration, internal record management, fraud prevention, business improvement, and communication regarding services you have requested.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain types of optional communications. If consent is used, you can withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, and to satisfy legal, accounting, or operational needs. Retention periods may vary depending on the type of data and the reason it is held.

Quotation and booking records may be kept for a reasonable period to support service history and customer support.
Invoice and payment records are generally retained for the period required by tax and accounting law.
Correspondence and complaint records may be stored for a limited period to resolve disputes and maintain evidence of service matters.
Technical or operational logs are retained only as long as needed for security, troubleshooting, and service administration.

When personal data is no longer needed, it is securely deleted, anonymised, or disposed of in a controlled manner.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and with appropriate safeguards.

Examples of processors and service partners may include:

Payment processors for handling legitimate payment transactions;
Accounting or bookkeeping providers for financial administration and compliance;
IT and storage providers for secure data hosting, communication systems, and record management;
Operational contractors or service partners assisting with delivery or moving-related tasks when required;
Professional advisers such as legal or insurance advisers where needed to manage risk or comply with obligations;
Authorities or regulators where disclosure is required by law.

All processors are expected to use personal data only in line with our instructions, apply appropriate security measures, and respect applicable data protection law. We do not sell personal data.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risk involved.

Security controls may include access restrictions, secure storage, confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we aim to keep your information protected to a high standard.

8. Your Data Protection Rights

As a data subject, you have rights under UK data protection law. These rights may apply depending on the circumstances and the legal basis for processing your information.

Right of access: you can request confirmation of whether we hold your personal data and obtain a copy of it.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain situations, subject to legal or operational retention requirements.
Right to restriction: you can ask us to limit how your data is used in some cases.
Right to object: you may object to processing based on legitimate interests, and in some cases to direct communication.
Right to data portability: where applicable, you may request that data you provided to us be transferred in a structured, commonly used format.
Right to withdraw consent: if we rely on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.

To exercise your rights, you may need to provide enough information to identify yourself and the request. We may need to verify your identity before responding, especially where disclosure could affect the privacy of another person.

9. International Transfers

Where personal data is stored or processed by suppliers outside the United Kingdom, we will take reasonable steps to ensure that appropriate legal safeguards are in place. These safeguards may include adequacy regulations or standard contractual protections, depending on the circumstances.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary as part of a customer’s booking and only with appropriate consent or authority from an adult responsible for the service arrangement.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any revised version will apply from the effective date shown or from the date it is made available, as appropriate.

We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitments

Man With Van Bexley is committed to processing personal data lawfully, securely, and only for clear business and legal purposes. We collect only what is needed, retain it for no longer than necessary, share it only with appropriate processors or authorities, and respect the rights of every customer in the area.

We process your data with care, transparency, and accountability. Where we use your information, we do so to provide reliable moving services, maintain compliance, and support the legitimate operation of our business.