Privacy Policy - Man With Van Northsheen

This Privacy Policy explains how Man With Van Northsheen collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Man With Van Northsheen customers in the Northsheen area and to anyone who contacts us for moving, packing, delivery, or related services.

1. Who We Are

Man With Van Northsheen provides local moving and transport services. In the course of delivering our services, we may process personal data about customers, household members, business contacts, and other individuals connected with a booking. 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.

2. Personal Data We Collect

We only collect personal data that is necessary for our services, administration, and legal obligations. The types of data we may collect include:

Identity data such as name and title.
Contact data such as address, email address, and telephone number.
Booking and service data such as move date, collection and delivery addresses, property access notes, inventory details, and service preferences.
Payment data such as billing details, transaction records, and payment confirmations.
Communication data such as enquiries, complaints, feedback, and correspondence.
Operational data such as vehicle allocation, staff notes, and job completion records.
Technical data if you interact with digital systems we use, including device information and usage logs where relevant.

We may also process special category data only if it is necessary, for example where you voluntarily provide information about mobility needs, health-related access requirements, or other sensitive circumstances needed to safely deliver a service. Such information is handled with extra care and only where lawful.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To plan routes, allocate staff, and carry out jobs safely and efficiently.
To communicate about changes, scheduling, access requirements, or service issues.
To process payments, issue records, and manage accounts.
To maintain internal records and business administration.
To handle complaints, disputes, or claims.
To meet legal, accounting, and tax obligations.
To prevent fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation, confirming a booking, delivering services, and handling payment-related matters.

Legal Obligation

We process data where necessary to comply with legal requirements, including tax, accounting, insurance, record-keeping, and regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include improving services, managing customer relationships, preventing fraud, maintaining operational security, and resolving service disputes. We always assess whether our interests are proportionate and whether your privacy could be affected.

Consent

Where we rely on consent, we will ask for it clearly and give you a genuine choice. For example, this may apply to certain sensitive processing or optional communications. You can withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process data where necessary to protect someone’s vital interests, such as in an emergency affecting health or safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required for service delivery, business operations, or legal compliance. These third parties act as processors or independent controllers depending on the nature of the relationship.

Processors may include:

IT and cloud service providers who host systems, email, file storage, or scheduling tools.
Payment processors who handle card or electronic transactions.
Accounting and bookkeeping providers who assist with financial records and tax compliance.
Customer communication tools that support messaging, booking confirmations, or service updates.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

We require our processors to protect personal data, process it only on our instructions, and comply with appropriate security and confidentiality standards. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure your personal data remains protected. This may include using approved safeguards such as adequacy regulations, standard contractual clauses, or equivalent protective measures.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods depend on the type of record and the reason it is held.

Booking and service records may be kept for a reasonable period after completion of the job.
Financial records are usually retained for the period required by law.
Correspondence and complaint records may be kept for as long as needed to deal with the matter and to protect our legitimate interests.
Data collected with consent will be kept until consent is withdrawn or the information is no longer needed.

When data is no longer required, we will securely delete, anonymise, or destroy it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, limited staff access, confidentiality obligations, and regular review of data-handling practices. While no system can be guaranteed completely secure, we take reasonable steps to keep data safe.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limitations, but we will always respond appropriately and within the required timeframes. Your rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing relies on consent.

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

10. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will inform you and explain the logic involved, as well as your rights in relation to that processing.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect children’s personal data except where it is incidentally included in service records, for example household information. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or internal practices. Any revised version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain informed about how their personal data is used.

13. Summary of Our Commitment

Man With Van Northsheen is committed to respecting your privacy and protecting your personal data. We process information only when we have a lawful basis, we keep it only for as long as necessary, and we use trusted processors under appropriate safeguards. We aim to be transparent, accountable, and fair in every aspect of data handling for all customers in the Northsheen area.