Privacy Policy - Man With Van Harefield

Man With Van Harefield is committed to protecting the privacy and personal data of all customers in the Harefield area and surrounding local community. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man With Van Harefield customers in the area, including anyone who enquires about, books, or receives our moving and transport services.

This policy is written in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be clear and transparent about what data we handle and why we handle it. By using our services, you acknowledge the practices described below.

1. Information We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as telephone number and email address.
Service details such as pick-up and delivery addresses, moving dates, access information, item descriptions, and special handling requirements.
Payment and billing information such as transaction records, invoices, and payment status.
Communication records including emails, call notes, text messages, booking requests, and complaint correspondence.
Technical and usage data where applicable, such as device information, browser type, and basic site interaction data if you interact with our online systems.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a service request. Special category data may include information about health, disability, or other sensitive details. If such information is provided, we will handle it carefully and only where lawful and necessary.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and complete removals or transport services.
To communicate updates, changes, and service-related information.
To process payments, issue invoices, and keep financial records.
To deal with complaints, disputes, and customer support requests.
To maintain records for legal, accounting, and insurance purposes.
To improve our services, training, planning, and internal administration.
To comply with legal and regulatory obligations.

We only use your information for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible reason and the law allows it.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the situation, we rely on one or more of the following:

Performance of a Contract

We process personal data when it is necessary to provide a quotation, confirm a booking, carry out a move, and manage related customer arrangements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include service administration, record-keeping, fraud prevention, customer support, and business improvement.

Legal Obligation

We may process and retain information where we are required to do so by law, including tax, accounting, insurance, or regulatory requirements.

Consent

In some cases, we may ask for your consent, for example if we wish to use optional information for a specific purpose. Where consent is relied upon, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, separate controllers. We ensure appropriate safeguards are in place before sharing data.

Examples of processors may include:

Payment service providers who handle card or bank transactions.
Accounting and bookkeeping providers who assist with invoicing and financial administration.
IT, hosting, and software providers who support storage, communication, and business systems.
Customer communication tools that help manage emails, scheduling, or booking records.
Insurance providers and claims handlers where needed for protection or incident management.
Legal, tax, or regulatory advisers where professional assistance is required.

We may also disclose personal data if required by law, a court order, or a lawful request from a public authority. We do not sell your personal data.

5. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to satisfy legal, accounting, and operational requirements. Retention periods may vary depending on the type of information and the context in which it was obtained.

Quotation and enquiry records may be kept for a limited period to manage follow-up questions and business records.
Booking and service records may be retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Complaint or dispute records may be retained longer where needed to resolve issues or defend legal claims.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis.

However, no system is completely secure, and we cannot guarantee absolute protection. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will handle it in accordance with applicable law.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal exceptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict how we process your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us, where applicable.
Withdraw consent at any time where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled lawfully. We encourage you to raise concerns directly so that we can try to resolve them first.

9. Cookies and Online Data

If our online systems use cookies or similar technologies, these may be used for basic functionality, performance monitoring, or improving the user experience. Where required, we will seek consent for non-essential cookies. You can usually control cookies through your browser settings.

10. Children’s Data

Our services are not directed to children as a primary audience. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with authority to do so.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated to customers.

12. Summary of Our Commitment

Man With Van Harefield respects your privacy and is committed to responsible data handling. We collect only the information we need, use it for clear and lawful purposes, share it only where necessary with trusted processors, and keep it only for as long as required. We also recognise and support your rights under data protection law.

This policy applies to all customers of Man With Van Harefield in the Harefield area.