Privacy Policy - Man With Van Edgware

This Privacy Policy explains how Man With Van Edgware collects, uses, stores, shares, and protects personal data when providing man and van, removal, transportation, and related services. It applies to all Man With Van Edgware customers in the Edgware area, including individuals, households, landlords, tenants, and business clients who enquire about or use our services.

We are committed to handling personal information lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need and to use it only for legitimate business purposes connected with our services.

1. Information We Collect

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

Identity information such as your name and title.
Contact information such as your telephone number, email address, billing address, collection address, and delivery address.
Service details including move date, preferred time, property access details, inventory information, and special handling instructions.
Payment information such as payment status, transaction reference, and limited billing records. We do not intentionally store full card details unless required by a secure payment provider.
Communication records including emails, messages, notes from calls, and booking confirmations.
Customer preferences such as service requirements, access needs, and any specific instructions for a move or delivery.
Technical information if you use our online services, such as IP address, browser type, device data, and cookie-related information where applicable.

In some cases, we may also process special category data only if you choose to provide it and only where necessary, for example information about access needs or other service-related requirements. We do not seek to collect sensitive personal data unless it is needed to deliver the service safely and appropriately.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and provide moving or transport services.
To plan routes, organise staff, and arrange delivery logistics.
To communicate about service updates, scheduling, and changes.
To process payments and maintain financial records.
To handle complaints, queries, and customer support.
To meet legal, accounting, insurance, and regulatory obligations.
To improve our services, customer experience, and internal operations.
To prevent fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every processing activity. Man With Van Edgware relies on the following bases:

Contract

We process personal data where it is necessary to take steps before entering into a contract or to perform a contract with you. This includes providing quotations, arranging services, carrying out a move, and managing payment arrangements.

Legal Obligation

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

Legitimate Interests

We may use personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service management, business administration, fraud prevention, customer support, and improving our operations.

Consent

Where required, we rely on your consent. For example, this may apply to optional marketing communications or certain types of non-essential data processing. You may withdraw consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as data processors or, in some cases, independent controllers. We only share data where necessary and ensure that appropriate safeguards are in place.

Typical processors and recipients may include:

Payment service providers who handle secure transactions.
IT and hosting providers who store or support our systems.
Email and communication platforms used for booking and service messages.
Accounting and bookkeeping providers who assist with financial records.
Insurance providers where a claim or incident requires review.
Professional advisers such as legal or tax advisers.
Subcontractors or operational partners involved in delivering a service you requested.

We require processors to process your data only on our instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell personal data.

5. International Transfers

Where any service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are used, such as adequacy regulations or standard contractual clauses, as required by law. These safeguards are designed to protect your personal data to a standard that is substantially similar to UK requirements.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the nature of our relationship with you.

In general:

Booking and service records are kept for a reasonable period after the service is completed.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records may be kept to resolve disputes, manage customer service, or maintain business records.
Marketing data is kept until you withdraw consent or object, where applicable.

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

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to incidents.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess and respond to each request properly.

Right to be informed about how your data is used.
Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure in certain circumstances, sometimes called the right to be forgotten.
Right to restrict processing where processing is disputed or limited by law.
Right to data portability for data processed by consent or contract, where technically feasible.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing relies on consent.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will normally respond within the time limits set by law.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect data from children unless it is necessary for a service request and provided by an adult customer. If we become aware that we have collected personal data from a child without appropriate consent or lawful basis, we will take steps to delete it.

10. Cookies and Online Tracking

If we use a website or online booking system, cookies or similar technologies may be used to support basic functionality, improve performance, and understand how visitors use the service. Where required, we will request consent for non-essential cookies. You can manage cookies through your browser settings.

11. Complaints

If you have concerns about how your data is handled, we encourage you to raise them with us first so we can review the issue. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published. We encourage customers in Edgware and the surrounding area to review this policy periodically.

By using Man With Van Edgware services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

This policy is designed to provide clear and fair information to all Man With Van Edgware customers in the area.