Privacy Policy - Man With A Van Waterloo

This Privacy Policy explains how Man With A Van Waterloo collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Waterloo customers in the Waterloo area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us in connection with our van and moving services.

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

1. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on how you interact with us, the data we collect may include:

Identity information: name, title, and any relevant business or company name.
Contact information: address, email address, telephone number, and moving or collection address details.
Service information: details of requested services, booking dates, property access notes, inventory information, and delivery instructions.
Payment information: transaction records, payment status, and limited billing-related details. We do not store unnecessary payment card data unless required by our payment provider.
Communication records: emails, messages, call notes, complaints, and customer service interactions.
Website or technical data: if you interact with our digital services, this may include IP address, browser type, and basic usage information collected through standard security and analytics tools.

We do not seek to collect special category data unless you voluntarily provide it and it is relevant to delivering the service, for example where access needs or health-related considerations are disclosed. If such information is provided, we will handle it with appropriate care and additional safeguards.

2. How We Use Personal Data

We process personal data for the following purposes:

To provide quotations, manage bookings, and deliver moving or transport services.
To communicate with customers about arrangements, access requirements, and service updates.
To process payments, issue invoices, and manage accounts.
To maintain internal records and service history.
To respond to queries, complaints, and service-related requests.
To improve our services, planning, and operational efficiency.
To comply with legal obligations, including tax, accounting, and business record-keeping requirements.
To protect against fraud, misuse, or unlawful activity and to maintain the security of our systems and operations.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or where the law requires or permits otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging service delivery, managing payments, and communicating about the service.

Legal Obligation

We process some data to comply with legal requirements, such as tax, accounting, and record-keeping obligations.

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 service improvement, business administration, security monitoring, and handling customer enquiries.

Consent

In limited cases, we may rely on your consent, for example if you voluntarily provide optional information or agree to specific processing that is not necessary for the service. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate or where processing is necessary to provide the service you have requested.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including for legal, accounting, and operational requirements. Retention periods vary depending on the type of data and the purpose for which it was collected.

Customer and booking records: retained for as long as needed to complete the service and for a reasonable period afterwards to deal with follow-up queries or disputes.
Financial and accounting records: retained in line with applicable tax and accounting laws.
Communication records: retained for a period appropriate to the matter, complaint, or ongoing service relationship.
Security and technical records: retained only for the time necessary to maintain security and investigate incidents.

When personal data is no longer required, we will delete it or anonymise it securely. Where deletion is not immediately possible due to backup systems or legal reasons, the data will be isolated and protected until it can be removed.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to handle personal data according to our instructions and for specified purposes.

Examples of processors may include:

Payment service providers for processing transactions securely.
Accounting and bookkeeping providers for financial administration and compliance.
IT and cloud service providers for secure data storage, email hosting, and system support.
Customer communication tools used to manage messages, booking confirmations, or service updates.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or a regulatory authority, or where necessary to establish, exercise, or defend legal claims. We do not sell personal data.

All processors are required to implement appropriate technical and organisational measures to protect personal data and to process it only under our documented instructions.

6. International Transfers

Some processors may store or access data outside the UK. Where this occurs, we take appropriate steps to ensure that any transfer of personal data is protected by suitable safeguards and remains consistent with applicable data protection law.

7. Data Security

We use reasonable administrative, technical, and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures.

No system is completely secure, but we work to reduce risks and to respond appropriately if a data incident occurs. If a personal data breach is likely to result in a risk to your rights and freedoms, we will handle it in accordance with our legal obligations.

8. Your Rights

Depending on the legal basis for processing and other applicable conditions, you may have the following rights under data protection law:

Right of access: to request confirmation of whether we hold your data and obtain a copy of it.
Right to rectification: to request correction of inaccurate or incomplete personal data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request limitation of processing in certain situations.
Right to object: to object to processing based on legitimate interests, where applicable.
Right to data portability: to receive certain information in a structured, commonly used, machine-readable format, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in accordance with applicable law. In some cases, we may need to verify your identity before acting on a request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated.

9. Children’s Data

Our services are intended for adult customers and business users arranging transport or moving services. We do not knowingly collect personal data from children for marketing purposes or unrelated processing. If a service arrangement involves household information that includes data about children, we will only process the minimum necessary information and only in connection with the requested service.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

We respect your privacy and are committed to processing personal data responsibly. Our approach is based on data minimisation, transparency, and security. We collect only what we need, use it only for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where the law requires it.

This Privacy Policy applies to all Man With A Van Waterloo customers in area and forms part of our commitment to handling personal data fairly and lawfully.