Privacy Policy - Man With Van Collier Row

This Privacy Policy explains how Man With Van Collier Row handles personal data for all customers in the area. It applies to every individual who uses, enquires about, or receives services from Man With Van Collier Row, whether the interaction is online, by phone, by email, or in person. We are committed to protecting personal information and to processing it in a fair, lawful, transparent, and secure way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only collect data that is necessary for providing our services, managing our business, meeting legal obligations, and improving the customer experience. We do not sell personal data.

1. Who We Are

Man With Van Collier Row provides moving, transportation, and related logistical services for customers in the area. In the context of data protection law, we are the data controller for the personal data we collect and determine the purposes and methods of processing.

This policy applies to all customers in the area, including prospective customers, existing customers, recipients of services, and anyone who communicates with us in relation to a booking, quotation, complaint, or service request. It also applies where personal data is provided by a third party on behalf of a customer, such as a family member, property manager, or business representative.

2. Data We Collect

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

Identity data: name, title, and similar identifiers.
Contact data: address, email address, telephone number, and other communication details.
Booking and service data: details of your move, delivery instructions, collection and drop-off points, property access information, inventory details, and service preferences.
Payment data: billing information and payment records. We do not store full card details unless strictly necessary and permitted by law.
Communication data: messages, calls, complaints, feedback, and correspondence.
Technical data: limited information such as device details, browser type, IP address, and usage data where relevant to security and service administration.
Special category data: we do not intentionally collect sensitive personal data unless it is necessary and you choose to provide it, or it is required for a specific service arrangement.

We may also receive personal data from third parties where lawful and appropriate, such as from a person making a booking on your behalf, a business client, or a subcontractor involved in service delivery.

3. How We Use Personal Data

We use personal data only when it is necessary for a specific and legitimate purpose. The main purposes include:

providing quotes and managing bookings;
planning and delivering moving and transport services;
communicating with customers about appointments, changes, delays, or service issues;
issuing invoices, processing payments, and keeping financial records;
handling complaints, claims, and customer support;
maintaining internal records and business administration;
protecting against fraud, misuse, or security incidents;
meeting legal, tax, accounting, and regulatory obligations;
improving service quality, training, and operational efficiency.

We process personal data only to the extent necessary for these purposes and retain a focus on data minimisation, meaning we do not collect more than we need.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotations, confirming bookings, carrying out the move, and managing service-related communications.

Legal Obligation

We may process data where necessary to comply with legal requirements, such as tax, accounting, recordkeeping, insurance, or regulatory duties.

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 managing operations, preventing fraud, maintaining secure systems, improving services, and responding to customer enquiries.

Consent

Where required by law, we may rely on your consent. If consent is used, you may withdraw it at any time. Withdrawing consent will not affect processing that has already taken place lawfully before withdrawal.

Vital Interests and Public Interest

These bases are unlikely to be used in ordinary business operations, but may apply in rare cases where necessary to protect someone’s life or where legally required in the public interest.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the reason for holding it.

Typical retention principles include:

quotation and enquiry records may be retained for a reasonable period to manage follow-up, service continuity, or dispute resolution;
booking and service records may be retained for the duration of the service relationship and for a suitable period afterwards;
invoice, payment, and tax records are generally kept for the period required by law;
complaints, claims, and correspondence may be retained until the matter is fully resolved and for an additional period where necessary;
security and technical records may be kept for a limited period to protect systems and prevent misuse.

When personal data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. In some cases, we may need to retain information longer if required by law or to establish, exercise, or defend legal claims.

6. Processors and Third Parties

We may share personal data with trusted third parties who help us run our business. These parties act as processors or, in some cases, independent controllers. We only share data when necessary and require appropriate safeguards.

Examples of processors may include:

IT and cloud service providers;
payment service providers;
accounting and bookkeeping services;
customer communication and scheduling tools;
professional advisers such as lawyers, accountants, or insurers;
subcontractors or operational partners involved in service delivery.

These third parties may process data on our instructions and must protect it in accordance with data protection law and contractual obligations. We do not permit processors to use your personal data for their own unrelated purposes.

We may also disclose data where required by law, court order, regulatory request, or to protect our rights, property, staff, customers, or the public.

7. International Transfers

If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We aim to ensure that personal data remains protected to a standard consistent with UK GDPR requirements.

8. Your Rights

You have a number of rights under data protection law, subject to certain conditions and exemptions. These rights include:

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

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data rights have been infringed. We encourage you to raise concerns with us first so we can address them promptly and fairly.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures are designed to be reasonable and proportionate to the nature of the data and the risks involved. Examples include access controls, secure storage, staff awareness, and limiting access to those who need it.

Although no system can be guaranteed to be completely secure, we work to reduce risk and to respond appropriately if a data incident occurs.

10. Children’s Data

Our services are aimed at adults and businesses. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service. If we become aware that we have collected child data inappropriately, we will take appropriate steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data processing practices. Any updates will apply from the date they take effect. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

Man With Van Collier Row is committed to respecting privacy, maintaining trust, and ensuring that personal data is processed responsibly for all customers in the area. If you continue to use our services, we will treat your personal data in accordance with this Privacy Policy and applicable law.