Privacy Policy - Man With Van Canningtown

This Privacy Policy explains how Man With Van Canningtown collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Canningtown customers in the area, including individuals, households, businesses, and any person who makes an enquiry, requests a quote, books a service, or otherwise interacts with us in connection with our man and van services.

1. Who We Are

Man With Van Canningtown provides local moving, transport, delivery, and related removal services. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a data controller when we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The categories of data we may collect include:

Identity data such as your name, title, and business name where relevant.
Contact data such as your address, email address, telephone number, and service location details.
Booking and service data including moving dates, item lists, property access information, delivery instructions, and special handling requirements.
Payment and transaction data such as billing details, payment status, and records of services provided.
Communication data including messages, enquiries, complaints, and service-related correspondence.
Technical data where applicable, such as basic device or browser information generated when you interact with digital forms or online systems.
Preference data such as service choices, communication preferences, and any instructions you provide.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service, for example where access, medical, or vulnerability-related information must be considered for safe service delivery. Where such data is supplied, we process it with particular care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving or transport services;
to communicate about schedules, access, and service updates;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and customer support matters;
to improve our services, planning, and operational efficiency;
to comply with legal, accounting, insurance, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity.

We process personal data only to the extent necessary for these purposes and do not use it in ways that are incompatible with the original reason for collection.

4. Lawful Basis for Processing

Under the UK GDPR, we rely on one or more of the following lawful bases when processing personal data:

Performance of a Contract

We process your data when it is necessary to provide a quote, accept a booking, carry out a move, deliver goods, or manage our contractual obligations with you.

Legal Obligation

We may process and retain certain records where we must comply with legal requirements, including tax, accounting, insurance, and record-keeping 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 service administration, customer communication, security, fraud prevention, and internal business improvement.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide certain optional information or agree to receive specific types of communication. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

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

Payment processors that handle card or electronic payments;
IT and cloud service providers that host data, manage software, or support communications;
Accounting and bookkeeping providers that assist with financial administration;
Insurance providers where claims, risk management, or policy administration requires information;
Professional advisers such as legal or tax advisers where needed;
Subcontracted service providers engaged to support the fulfilment of a booking.

We require processors to handle personal data securely, to use it only on our instructions, and to implement appropriate technical and organisational safeguards. We do not sell personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the purpose of processing.

Booking and service records are retained for a period necessary to manage service delivery, disputes, and business records.
Financial records are kept for the period required by tax and accounting laws.
Customer correspondence is stored for as long as needed to resolve enquiries, complaints, or ongoing matters.
Security and technical records are retained only for a limited period unless a longer period is required for investigation or compliance.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We use appropriate measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality obligations, and controlled sharing with processors. While no system can be guaranteed to be completely secure, we take reasonable and proportionate steps to safeguard information.

8. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

9. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to request correction of inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to request limited processing in certain situations;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to object – to 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;
Right to lodge a complaint – to raise a concern with the UK Information Commissioner’s Office (ICO).

If you wish to exercise any of these rights, we will respond in accordance with applicable law and may need to verify your identity before taking action.

10. Children’s Data

Our services are generally intended for adults and businesses. We do not knowingly collect personal data from children except where such information is incidentally provided by an adult customer in connection with a service arrangement. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete 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. The most recent version will apply to your use of our services. We encourage customers to review this policy periodically so that they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Canningtown is committed to handling personal data lawfully, fairly, and transparently. We collect only the information needed to provide reliable moving and transport services, we keep it only as long as necessary, and we share it only with trusted processors or where required by law. We respect your privacy and your rights under data protection law.