Privacy Policy - Man With Van Dollishill

Effective date: This Privacy Policy applies to all Man With Van Dollishill customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our moving, removals, and related services.

1. Introduction

Man With Van Dollishill is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what information we collect, why we collect it, how long we keep it, who we may share it with, and what rights you have over your data.

By using our services, making an enquiry, or otherwise providing us with your information, you acknowledge that your data will be processed in accordance with this Privacy Policy.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business operations, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity details: name, title, and any relevant identification information.
Contact details: address, email address, telephone number, and moving location details.
Service information: details about the items to be moved, property access, preferred dates, special handling requirements, and inventory lists.
Transaction details: booking records, payment status, invoices, and service history.
Communication records: enquiries, complaints, feedback, and any correspondence with us.
Technical data: limited information such as IP address, browser type, and device data when you interact with our digital systems or communications.
Proof and verification data: documents or records needed for fraud prevention, insurance, or compliance purposes where applicable.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service or legal requirement. If such information is provided, it will be handled with additional care and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to plan, schedule, and deliver removal and transport services;
to process payments, invoices, and refunds where necessary;
to communicate about bookings, changes, delays, or service updates;
to maintain business records and service history;
to manage complaints, claims, and customer support;
to protect against fraud, misuse, or security incidents;
to meet legal, tax, accounting, and regulatory obligations;
to improve our services, operations, and customer experience.

We only process personal data when it is necessary and proportionate to the purpose for which it was collected.

4. Lawful Basis for Processing

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

4.1 Contract

We process data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing bookings, carrying out moving services, providing quotations, and handling payment-related matters.

4.2 Legal Obligation

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

4.3 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. These interests may include maintaining customer records, improving our services, preventing fraud, and handling routine business administration. We always consider whether your privacy rights require us to limit or stop such processing.

4.4 Consent

In limited cases, we may rely on your consent, for example where you voluntarily choose to provide certain optional information or agree to specific communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations.

Booking and service records: kept for the period needed to manage the service and for a reasonable follow-up period.
Financial records: retained in line with tax and accounting requirements.
Complaints and claims: kept for as long as needed to investigate and resolve the matter, and thereafter for legal defence purposes if required.
Enquiry data: retained for a limited period where no service is booked.

When personal data is no longer required, we will delete, anonymise, or securely archive it as appropriate. Retention periods may vary depending on the nature of the data and the legal context, but we do not keep data indefinitely without a valid reason.

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, in some cases, independent controllers.

6.1 Processors We Use

Processors are organisations that process personal data on our behalf and only according to our instructions. Depending on the service, this may include:

IT and hosting providers: to store or support secure business systems.
Payment processors: to handle card or electronic payments.
Accounting and bookkeeping providers: to manage financial records and compliance.
Communication and email service providers: to send service-related messages.
Insurance or claims support providers: where required to assess or resolve a claim.
Subcontracted service providers: where needed to help deliver a booking, subject to confidentiality and data protection obligations.

We require processors to implement appropriate technical and organisational security measures and to process personal data only for authorised purposes.

6.2 Other Disclosures

We may also share personal data where necessary with:

law enforcement bodies, regulators, or courts;
professional advisers such as insurers, auditors, or legal advisers;
any person or organisation where disclosure is required by law.

We do not sell your personal data.

7. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure appropriate safeguards are in place, such as approved data transfer mechanisms and contractual protections, to maintain a level of protection consistent with UK data protection law.

8. Data Security

We take the security of your personal data seriously and use appropriate measures to protect it from unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, encryption where appropriate, secure storage, and staff confidentiality obligations. While no system can be guaranteed completely secure, we continuously seek to maintain a high standard of protection.

9. Your Rights

As a data subject, you have several rights under UK GDPR. These rights may be subject to legal restrictions and exceptions, but we will always consider and respond to your request appropriately.

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

If you believe your data rights have not been respected, you may also have the right to lodge a complaint with the relevant supervisory authority. We encourage you to raise concerns with us first so we can attempt to resolve them promptly.

10. 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 incidentally provided in the context of a service and is necessary for that service. If we become aware that data has been collected without an appropriate basis, we will take steps to remove it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data processing practices. Any updated version will apply from the date stated at the top of the policy. We recommend reviewing this policy periodically to stay informed about how we protect your data.

12. Summary of Key Points

In summary: we collect only the personal data needed to deliver and manage our services, we process it on lawful bases such as contract, legal obligation, legitimate interests, or consent, we keep it only as long as necessary, and we share it only with trusted processors or where required by law. This policy applies to all Man With Van Dollishill customers in the area and is designed to ensure your information is handled responsibly and in line with data protection law.

Thank you for reviewing our Privacy Policy.