Privacy Policy - Man With Van Ardleigh Green

This Privacy Policy explains how Man With Van Ardleigh Green collects, uses, stores, shares, and protects personal data when providing removals, delivery, and related transport services. It applies to all Man With Van Ardleigh Green customers in the area, including private individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Ardleigh Green is the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal data is processed. We take privacy seriously and aim to collect only the information needed to arrange, deliver, and improve our moving and transport services.

2. Personal Data We Collect

We may collect and process different types of personal data depending on the service requested and how you interact with us. The information we collect may include:

Identity details such as your name and title
Contact information such as phone number, email address, and address details
Service information such as collection and delivery locations, property access details, and item descriptions
Booking and transaction data such as service dates, quotations, invoices, payment records, and payment status
Communication records such as messages, calls, notes from enquiries, complaints, and feedback
Operational data such as special handling instructions, parking or access requirements, and estimated volume of items
Technical data where applicable, such as device or browser information if you communicate with us electronically

We normally do not ask for special category data. However, if you choose to share information that may reveal sensitive circumstances, such as accessibility needs or health-related considerations for the safe handling of items, we will only use it where necessary and with appropriate care.

3. How We Collect Data

We collect personal data in several ways:

Directly from you when you request a quotation, make a booking, or contact us
From your representative, such as a landlord, family member, employer, or business contact, where relevant to the service
From third parties involved in the service, such as payment providers or subcontracted processors
Automatically through standard system records when you communicate electronically

We only collect information that is relevant and necessary for the delivery of our services, customer administration, and legal compliance.

4. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and estimate service requirements
To arrange bookings and carry out removals or transport services
To communicate about scheduling, access, and service changes
To process payments and manage invoices
To respond to queries, complaints, and feedback
To maintain business records and service history
To protect against fraud, misuse, or security incidents
To comply with legal, tax, accounting, and insurance obligations

We will only use your data in ways that are compatible with the reason it was collected, unless we have a lawful basis to use it for another purpose.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Ardleigh Green relies on the following lawful bases:

Contract - to take steps at your request before entering into a contract and to perform the services you have booked
Legal obligation - to meet obligations relating to tax, accounting, record keeping, insurance, and regulatory compliance
Legitimate interests - to manage our business, improve our services, prevent fraud, resolve disputes, and maintain security, provided your rights do not override these interests
Consent - where required, such as for certain optional communications or where we process sensitive information on the basis of your clear consent

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

6. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or independent controllers depending on their role.

Processors may include:

Payment service providers
IT and cloud storage providers
Accounting and bookkeeping services
Scheduling or administrative service providers
Professional advisers, including insurers, legal advisers, or auditors where required

We require processors to handle data securely, use it only for agreed purposes, and comply with applicable data protection laws. We do not sell your personal data.

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

7. 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, or reporting requirements. Retention periods may vary depending on the type of information and the reason for holding it.

Customer and booking records are generally kept for a reasonable period after service completion to manage queries, disputes, and repeat service requests
Invoice and payment records are retained for the period required by tax and accounting law
Communication records may be kept for a period needed to resolve service matters or demonstrate instructions
Technical or security logs are retained only as long as necessary for operational and security purposes

When data is no longer required, we will delete it securely or anonymise it where appropriate. Retention may also be extended if there is an ongoing legal claim, complaint, or regulatory requirement.

8. International Transfers

If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place so that your personal data remains protected in line with UK data protection law. These safeguards may include adequacy regulations or standard contractual protections.

9. Security of Your Data

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. Such measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing on a need-to-know basis. While no system can be guaranteed completely secure, we continuously review our safeguards to reduce risk.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights 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 information
Right to erasure - to request deletion of your data in certain circumstances
Right to restrict processing - to ask us to limit how we use your data in certain cases
Right to object - to object to processing based on legitimate interests or direct marketing
Right to data portability - to request transfer of certain data in a structured, commonly used format
Right to withdraw consent - where processing is based on consent

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

11. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children except where it is necessary for a booking arranged by a parent, guardian, or other authorised adult. If we become aware that we have collected data about a child without appropriate authority, we will take steps to delete it where required.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitment

Man With Van Ardleigh Green is committed to treating your personal data with care, transparency, and respect. We only collect information that is necessary to provide our services, we use it on a lawful basis, we keep it only for as long as needed, and we share it only with trusted processors or when required by law. Our aim is to provide a reliable moving service while safeguarding your privacy at every stage.

Key Principles

Lawful, fair, and transparent processing
Purpose limitation and data minimisation
Accuracy and security
Storage limitation and accountability

This Privacy Policy applies to all Man With Van Ardleigh Green customers in the area.