Privacy Policy - Man With A Van Wallington

Last updated: This Privacy Policy explains how Man With A Van Wallington collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With A Van Wallington customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is relevant to our services and keep it for no longer than necessary.

1. Information We Collect

We may collect and process personal data directly from you, from your representative, or from third parties involved in arranging or delivering services. The information we collect may include:

Identity details: name, title, and any business name used for the booking.
Contact details: address, email address, and phone number.
Service details: collection and delivery addresses, property access details, move dates, item descriptions, and service preferences.
Payment and billing information: payment records, invoices, and transaction status.
Communication records: emails, messages, booking notes, and call summaries.
Operational information: route planning details, parking requirements, and special handling instructions.
Website or enquiry data: if you contact us through an online form or similar channel, we may collect technical details such as your IP address, device type, and browser information where applicable.

We do not intentionally collect more personal data than is needed to provide and manage our services. We also do not seek to collect special category data unless it is strictly necessary and you choose to share it with us, for example where accessibility needs are relevant to a move.

2. How We Use Personal Data

We use personal data to operate our services effectively and lawfully. Typical uses include:

preparing quotations and confirming bookings;
planning routes, vehicle loading, and delivery schedules;
communicating with customers about the service;
issuing invoices, managing payments, and maintaining accounts;
handling complaints, disputes, and insurance-related issues;
meeting legal, tax, accounting, and record-keeping obligations;
protecting our business, staff, customers, and property;
improving service quality, internal processes, and customer experience.

We will only use your data for purposes that are compatible with the reason it was collected. If we ever need to use it for a new purpose, we will ensure that a lawful basis exists and, where required, provide further information.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, Man With A Van Wallington may rely on one or more of the following lawful bases:

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 quotes, arranging collections, completing deliveries, and managing payments.

Legal obligation

We may process data where necessary to comply with legal requirements, such as accounting rules, tax obligations, or responding to lawful requests from authorities.

Legitimate interests

We may process data for our legitimate interests where those interests are not overridden by your rights and freedoms. This can include managing bookings, maintaining service records, preventing fraud, resolving disputes, and improving operations. When using this basis, we consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where we need to process certain optional information or send specific marketing communications. Where consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the purpose of processing.

Booking and service records: retained for a reasonable period to manage future queries, disputes, or follow-up matters.
Financial records: retained for the period required under tax and accounting law.
Communication records: kept for as long as needed to evidence instructions, confirm arrangements, or resolve issues.
Complaint and claim records: retained for the duration needed to manage the matter and any related legal limitation period.

When information is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to provide our services, run our business, or comply with legal obligations. These third parties act as processors or independent controllers depending on the service provided.

Processors we may use

Payment processors: to handle card or electronic payments securely.
Accounting and bookkeeping providers: to maintain financial records and comply with tax obligations.
IT and cloud service providers: to store data, manage communications, and support our systems.
Communication tools: to send booking confirmations, reminders, and service updates.
Subcontractors or partner movers: where needed to complete a move or delivery.
Insurance providers, legal advisers, and claims handlers: if a dispute, incident, or claim arises.

We only share the minimum amount of information necessary for the relevant task. Where processors are used, they are required to protect personal data and to process it only on our instructions, unless they are independently responsible for the data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, restricted permissions, secure storage, and staff training. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to any suspected issue.

7. International Transfers

Where data is stored or processed outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected. This may include approved contractual measures or other legally recognised transfer mechanisms.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain situations.
Right to restriction: you can ask us to limit how we use your data in some cases.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request transfer of certain data where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

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

9. Children’s Data

Our services are intended for adults arranging moving or delivery services. We do not knowingly collect personal data from children unless it is provided incidentally as part of household service arrangements and only where necessary for the service.

10. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies, these are typically used for basic functionality, security, and performance. Where consent is required, it will be requested before non-essential cookies are used. You may manage cookies through your browser settings.

11. Changes to This Privacy Policy

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

12. Contact and Complaints

If you have concerns about how your personal data is handled, you may raise them with us so that we can review and address the issue. You also have the right to complain to the UK data protection regulator if you believe your data has been misused or your rights have not been respected.

Summary of our commitment: Man With A Van Wallington processes personal data lawfully, securely, and only for legitimate service-related purposes, using clear retention and sharing controls to protect customer privacy.