Privacy Policy - Man With Van Wanstead

This Privacy Policy explains how Man With Van Wanstead collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Wanstead customers in the area, including individuals and businesses who request quotes, make bookings, or otherwise use our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Wanstead provides removal, delivery, collection, and related transport services. In the course of delivering these services, we may collect and process personal data about customers, recipients, building contacts, and other individuals relevant to a job. We only process personal data where we have a lawful basis to do so and only for purposes that are necessary, relevant, and proportionate.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name, title, and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery addresses, property access details, inventory information, and move dates.
Payment information such as payment status, transaction references, and billing records.
Communication records such as emails, messages, call notes, and booking correspondence.
Operational information such as vehicle allocation, job notes, and service preferences.
Technical data such as basic website or device information if you submit information through an online form, where applicable.

We do not seek to collect more information than we need. If special category data or sensitive information is disclosed to us accidentally, we will treat it with appropriate care and only process it where permitted by law and necessary for the service.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan and perform moving, collection, and delivery services.
To communicate about appointments, access requirements, delays, or service changes.
To issue invoices, process payments, and maintain financial records.
To handle customer queries, complaints, and service follow-up.
To maintain internal records, quality control, and service improvement.
To comply with legal, regulatory, tax, and accounting obligations.
To protect our business, staff, and customers against fraud, misuse, or security incidents.

Man With Van Wanstead processes personal data only for legitimate operational reasons. We do not sell personal data and we do not use it in ways that are incompatible with the original purpose for which it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract – processing is necessary to take steps at your request before entering into a contract, and to perform our contract with you.
Legal obligation – processing is necessary to comply with laws such as tax, accounting, and record-keeping requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing jobs efficiently, communicating with customers, improving services, and preventing fraud, provided these interests do not override your rights and freedoms.
Consent – in limited cases, we may rely on your consent, for example where it is required for a specific optional use of your data. You may withdraw consent at any time where this applies.

Where we rely on legitimate interests, we assess the impact of the processing and use safeguards to protect your privacy. Our approach is to ensure that any data use is necessary, fair, and proportionate.

5. Sharing and Processors

We may share personal data with trusted third parties that help us deliver our services. These third parties act as processors or, in some cases, independent controllers. We require appropriate data protection safeguards before sharing data.

Examples of processors may include:

Accounting and bookkeeping providers.
Payment processing providers.
IT, hosting, and data storage suppliers.
Communication and scheduling tools used to manage bookings.
Professional advisers such as insurers, auditors, or legal advisers when needed.

We may also disclose data if required by law, court order, or a public authority. If a job involves a building manager, landlord, concierge, or nominated recipient, we may share limited information necessary to complete the service. Any sharing is restricted to what is reasonably needed.

6. International Transfers

If any processor stores or accesses personal data outside the UK, we will take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We aim to keep transfers to a minimum and only use providers that meet suitable data protection standards.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the purpose for which it is used.

Booking and service records are generally retained for a period needed to manage the service and handle any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records are retained for as long as needed to respond to queries, resolve disputes, or maintain evidence of instructions.
Technical or temporary records are deleted or anonymised when no longer necessary.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it. Our retention approach follows the principle of storage limitation, meaning we do not keep personal data indefinitely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and limiting access to data on a need-to-know basis. Although no method of transmission or storage is completely secure, we take reasonable steps to reduce risk and maintain confidentiality.

9. Your Rights

Under data protection law, you have rights in relation to your personal data. Depending on the circumstances, these may 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 ask us to delete your data in certain situations.
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, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

We will respond to valid requests within the time limits required by law. In some cases, rights may be limited by legal obligations or by the rights of other individuals. We may need to verify your identity before acting on a request.

10. Cookies and Similar Technologies

If our online systems use cookies or similar technologies, they will be used only where necessary for site functionality, security, analytics, or user experience, depending on the configuration in place. Any such tools should be managed in line with applicable cookie and privacy rules. Where consent is required, it will be obtained before non-essential cookies are placed.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental and necessary in the context of a service, such as a household move. If we become aware that we have collected personal data from a child inappropriately, we will take steps to remove it where appropriate.

12. Changes to This Privacy Policy

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

13. Contacting Us About Privacy

If you have questions about this Privacy Policy, want to exercise your rights, or would like more information about how your personal data is handled by Man With Van Wanstead, you may raise a privacy request through the appropriate service channel. We will review and respond in line with our obligations under data protection law.

Summary of our commitment: We process personal data fairly, transparently, and only when necessary to deliver services, meet legal obligations, and protect legitimate business interests. We respect your privacy rights and apply suitable security and retention measures at all times.