Privacy Policy - Man With Van Hanwell

This Privacy Policy explains how Man With Van Hanwell collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hanwell customers in the area, including anyone who enquires about, books, receives, or pays for our moving and transport services. We are committed to handling personal information fairly, lawfully, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man With Van Hanwell provides local and nearby removal, delivery, transport, and related moving services. In the context of this Privacy Policy, we act as the data controller for the personal data we collect and determine how and why that data is used. This means we are responsible for ensuring that your information is processed in a way that is lawful, relevant, and limited to what is necessary for the services we provide.

2. Information we collect

We collect only the personal data needed to manage enquiries, carry out bookings, complete services, and meet legal or operational obligations. The types of data we may collect include:

Identity details such as your name or the name of the business or household contact.
Contact details such as phone number, email address, and service address.
Booking information including dates, times, move size, collection and delivery locations, and service preferences.
Payment and billing details where needed to process invoices, payments, and records of transactions.
Service-related information such as access instructions, parking requirements, item lists, and notes relevant to the move.
Communications including enquiries, complaints, feedback, and correspondence related to your booking.
Technical or usage data if you contact us electronically, which may include basic device or email interaction information necessary to operate and secure our communications.

We do not seek to collect more information than is necessary. In some cases, you may choose to provide additional details to help us deliver the service effectively. If you do so, we will only use that information for the purpose for which it was provided.

3. How we use your data

Your personal data is used for service delivery and related business purposes. These include:

responding to enquiries and providing quotations;
arranging and managing bookings;
communicating about service times, access, or special requirements;
providing moving, transport, and related services;
processing payments, issuing invoices, and maintaining accounts;
handling complaints, disputes, or service follow-up;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or unauthorised access;
improving our service quality and operational efficiency.

We use data only where it is relevant and proportionate. Where possible, we rely on information already provided by you rather than asking for it again. We do not use your personal data for purposes that are incompatible with the reason it was collected.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out a move, and managing payment arrangements.

Legal obligation

We may process data to comply with legal requirements, such as tax, accounting, record-keeping, or other applicable obligations.

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 can include managing operations, preventing fraud, maintaining security, and improving services.

Consent

In limited situations, we may rely on your consent, for example where we need to use information for a purpose not covered by another lawful basis. If we rely on consent, you may withdraw it at any time.

We do not use special category data unless it is strictly necessary and legally permitted.

5. Sharing your information

We may share personal data with trusted third parties where necessary to deliver our services or meet legal duties. These third parties may act as processors or, in some cases, as separate controllers. Examples include:

payment service providers that process card or bank transactions;
accountants or bookkeeping providers supporting financial record management;
IT and email service providers used to store, secure, and manage data;
subcontractors or operational partners assisting with service delivery;
legal, tax, or regulatory advisers where required;
law enforcement or public authorities where we are legally obliged to share data.

Where we use processors, they are required to handle data only on our instructions, to keep it secure, and to comply with GDPR obligations. We take reasonable steps to ensure any third party we use has appropriate technical and organisational measures in place.

We do not sell your personal data.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. The retention period depends on the type of information and the reason it is held. For example:

booking and service records may be kept for a reasonable period to manage queries, disputes, and business records;
financial and invoicing records may be retained for the period required by tax and accounting law;
communication records may be stored for as long as needed to resolve service issues or maintain accurate business history.

When data is no longer needed, we will securely delete, anonymise, or archive it where appropriate. We apply a retention-by-need approach, meaning we only keep information for as long as it serves a lawful and practical purpose.

7. Security of your information

We take the security of personal data seriously. We use appropriate measures designed to prevent unauthorised access, loss, alteration, or disclosure. These may include access controls, secure storage practices, password protection, and limited access to data on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a strong standard of protection and review our practices regularly.

8. Your rights under GDPR

You have rights in relation to the personal data we hold about you. These rights may apply depending on the circumstances and the legal basis used for processing. They 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 request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how your data is used in some situations.
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 in certain cases.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

We will respond to valid requests in accordance with GDPR requirements. Some rights may not apply where we have a lawful reason to retain or process the data, such as legal compliance or the establishment, exercise, or defence of legal claims.

9. Children’s data

Our services are intended for adult customers and business contacts. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or household arrangement and provided appropriately by an adult. If we become aware that we have collected information in error, we will take reasonable steps to delete it.

10. International transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place and that any transfer complies with applicable data protection law. This may include the use of approved contractual protections or transfers to jurisdictions recognised as providing adequate protection.

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 updates will take effect when published. We encourage customers to review the policy periodically so they remain informed about how their data is used.

12. Summary of our approach

Man With Van Hanwell only collects and uses personal data that is necessary to provide moving and transport services, manage bookings, handle payments, and meet legal obligations. We process data under lawful bases such as contract, legal obligation, legitimate interests, and, where relevant, consent. We retain data only for as long as needed, use trusted processors where appropriate, and respect your rights to access, correct, delete, restrict, or object to the use of your information.

This policy applies to all Man With Van Hanwell customers in the area. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy and in accordance with applicable data protection law.