Privacy Policy - Man With Van Yeading

This Privacy Policy explains how Man With Van Yeading collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Yeading customers in the Yeading area, including anyone who requests a quote, books a service, communicates with us, or receives support related to a move. We are committed to handling personal data in a lawful, fair, transparent, and secure way in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Yeading acts as the data controller for personal data collected in connection with our moving and transport services. This means we decide why and how your personal data is processed. In some situations, we may also use third-party service providers who process data on our behalf as data processors.

2. Information We Collect

We collect only the personal data that is necessary for providing our services, operating our business, and meeting legal obligations. The information we collect may include:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking and service details such as move dates, property access information, item lists, and service preferences.
Payment-related details such as billing information and payment status. We do not store full card details where payment systems are handled securely by external providers.
Communication records such as messages, emails, notes from calls, complaints, and feedback.
Technical data if you interact with digital systems, which may include device information, browser type, and basic usage data.
Special instructions you provide to support the delivery of services, such as access needs or timing requirements.

We may receive data directly from you, from someone acting on your behalf, or from third parties involved in arranging a service. We may also collect information that is necessary to complete a booking, manage a delivery, or respond to a request.

3. How We Use Personal Data

We use personal data only when we have a valid lawful basis to do so. Our purposes include:

Providing quotes and responding to enquiries.
Managing bookings, schedules, and service delivery.
Contacting customers about arrangements, changes, or completion of services.
Processing payments, issuing invoices, and managing accounts.
Handling complaints, disputes, and customer support.
Keeping business and financial records.
Improving our services, planning operations, and maintaining service quality.
Meeting legal, tax, insurance, and regulatory obligations.
Preventing fraud, misuse, and security incidents.

We do not use personal data for unrelated purposes without informing you or ensuring that we have a lawful basis to do so.

4. Lawful Basis for Processing

Under GDPR, we must identify a lawful basis for each type of processing. Man With Van Yeading relies 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 preparing a quote, managing your move, arranging logistics, and completing our service obligations.

Legal obligation

We may process data to comply with applicable legal duties, including accounting, tax, insurance, record-keeping, and regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes service administration, customer support, operational planning, record management, and fraud prevention.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate to use optional communication preferences or certain non-essential processing. When consent is used, you can withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data only where necessary and in line with data protection law. In some cases, we use third-party processors to help us deliver and manage our services. These processors act under our instructions and are required to protect your data.

Examples of processors and service partners may include:

Payment service providers for secure payment handling.
IT and cloud service providers for data storage, communication, and system support.
Accounting or bookkeeping providers for financial administration.
Customer communication tools used to manage emails, calls, or service updates.
Professional advisers such as legal or insurance advisers where needed.

We may also disclose data if required by law, by a court, or to protect our legal rights, property, staff, customers, or the public. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the nature of the service.

In general:

Booking and service records may be kept for a reasonable period after completion of the job for administration, dispute resolution, and service history.
Financial and tax records are retained for the period required by law.
Communication records are retained for as long as needed to manage enquiries, complaints, or follow-up matters.
Consent-based data is kept only until you withdraw consent or it is no longer required.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and careful selection of service providers. While no system can be guaranteed 100% secure, we work to ensure a level of protection appropriate to the risks involved.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis used for processing.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some cases, you can ask us to delete your personal data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to data portability – where applicable, you can ask for your data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests, and to direct marketing where relevant.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with GDPR requirements. We may need to verify your identity before processing your request.

9. Automated Decision-Making

We do not normally use automated decision-making or profiling in a way that produces legal or similarly significant effects for customers. If this changes, we will update this policy and explain the relevant safeguards.

10. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will only use such arrangements where appropriate safeguards are in place and the transfer is permitted by law. These safeguards may include standard contractual protections or other approved transfer mechanisms.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it becomes effective. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Yeading is committed to processing personal data lawfully, securely, and transparently. We collect only the information needed to provide moving services, manage bookings, and meet legal obligations. We use trusted processors, keep data only as long as necessary, and respect your rights under GDPR. This policy applies to all customers in the Yeading area who engage with our services.