Man with Van - Movers Privacy Policy

This Privacy Policy explains how Man with Van - Movers collects, uses, stores, and protects personal data when providing moving and related services. It applies to all Man with Van - Movers customers and prospective customers within our service area, including individuals making enquiries on behalf of a business or household.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation, often referred to as the GDPR, and applicable local data protection laws.

Who This Policy Applies To

This Privacy Policy applies to all customers, potential customers, and users who contact Man with Van - Movers for quotations, bookings, or information about our services in our operating area, whether the contact is made by phone, online forms, messaging services, or in person.

Types of Personal Data We Collect

We only collect personal data that is necessary for us to provide and manage our moving services. Depending on how you interact with us, this may include the following categories of data:

Identification and contact details such as full name, postal address, collection and delivery addresses, and communication details you choose to provide.

Service and booking details such as preferred moving date and time, property access details, inventory and description of items to be moved, and any special handling instructions you provide to us.

Transaction and payment related information such as amount charged, payment method, and payment status. Payment card details, where applicable, are handled in a secure manner and may be processed directly by our payment processors, meaning we do not always store full card details ourselves.

Communication records such as enquiries, complaints, feedback, and any correspondence with our team by phone, messaging services, or in writing.

Technical and usage data where relevant, such as basic device, browser, and interaction information when you visit our online pages or use our online contact forms, to enable functionality and security.

How We Collect Personal Data

We collect personal data directly from you when you request a quotation, make a booking, communicate with us about an existing move, or provide feedback. We may also collect data indirectly, for example when a third party contacts us on your behalf to arrange a move, or where you are named as a contact person.

In limited cases we may receive personal data from third party platforms or service providers involved in bookings, advertising, or referrals, where you have consented to them sharing your details, or where there is another lawful basis for that sharing.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under the GDPR. The main legal grounds we rely on are:

Contractual necessity. We process personal data to prepare a quotation, accept a booking, provide moving services, take payment, and manage any follow up, because this is necessary in order to enter into and perform a contract with you.

Legitimate interests. We may process personal data for our legitimate business interests, such as improving services, managing our operations, ensuring the safety of our staff and customers, and preventing misuse or fraud, provided these interests are not overridden by your rights and freedoms.

Legal obligation. We may process certain information because we are required to do so by law, for example for tax, accounting, or record keeping obligations, or to comply with requests from competent authorities where legally permitted.

Consent. In some limited situations, we may rely on your explicit consent, for example for certain types of marketing communications. Where processing is based on consent, you can withdraw that consent at any time, without affecting the lawfulness of processing that took place before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide moving and related services, including assessing your requirements, preparing quotations, confirming bookings, planning routes and staffing, carrying out the move, and handling follow up enquiries.

To communicate with you about your move, such as confirming dates and times, notifying you of changes, and responding to your questions or complaints.

To manage our business operations, including internal administration, quality control, staff training, and service improvement.

To handle payments, accounting, and invoicing, and to keep the necessary records to demonstrate compliance with legal, regulatory, and tax obligations.

To protect our rights, property, and safety, as well as those of our customers, staff, and third parties, including in the context of potential or actual disputes.

To send you service related information or, where allowed and subject to your preferences, limited marketing communications about our services or updates.

Data Retention

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

In general, we retain contact and booking information for a period that allows us to complete the move, handle any follow up queries, manage our accounts, and meet our tax and legal obligations. After this period, data is securely deleted, anonymised, or archived in a restricted form where necessary for legal or regulatory reasons.

Where we process data on the basis of your consent, such as for certain marketing activities, we will stop processing if you withdraw your consent and will delete or suppress that data unless there is another lawful basis to retain it.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process data in accordance with our instructions and are subject to contractual obligations to protect your information.

Typical processors may include payment processing providers to handle payments securely, cloud or IT service providers to host and maintain our systems, communication service providers to facilitate messaging or calls, and professional advisors such as accountants or legal advisors where necessary.

We do not sell your personal data. We will only share it with third parties for their own purposes where we have a lawful basis to do so, such as where we are required to comply with a legal or regulatory obligation, to protect our rights, or where you have explicitly agreed.

International Data Transfers

Where we use service providers located outside your country, and personal data is transferred to a country that may not provide the same level of data protection as the European Economic Area, we take appropriate safeguards. These may include using standard contractual clauses or ensuring that the recipient is subject to an adequacy decision or equivalent protective measures under data protection law.

How We Protect Your Data

We implement technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Measures may include restricted access to personal data to those who need it to perform their job, secure storage and transmission of data, and regular review of our security practices. While no method of transmission or storage is completely secure, we strive to use commercially reasonable means to protect your personal data.

Your Data Protection Rights

Under the GDPR and applicable data protection laws, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and legal exceptions. They may include the following:

The right of access. You can request confirmation that we process your personal data and obtain a copy of that data.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

The right to restriction of processing. You may ask us to restrict the processing of your data in certain situations, such as while we are verifying the accuracy of the data or the basis for processing.

The right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used, and machine readable format, or that we transmit it to another controller where technically feasible.

The right to object. You may object to the processing of your personal data where we rely on legitimate interests, and we will stop processing unless we have compelling legitimate grounds. You also have the right to object to direct marketing at any time.

The right to withdraw consent. Where processing is based on your consent, you can withdraw that consent at any time.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or legal and regulatory requirements. When we make material changes, we will take reasonable steps to inform you where appropriate. The most current version will always apply to the personal data we hold about you.

Contact and Queries

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us using the details provided on our official customer communication channels. Please provide enough information for us to identify you and respond to your request.