Privacy Policy
Man with Van Woodlands Privacy Policy
This Privacy Policy explains how Man with Van Woodlands collects, uses and protects personal data in connection with our moving and transport services. It applies to all Man with Van Woodlands customers and prospective customers in our service area, including individuals, households, and business clients who contact us, request a quote, make a booking, or otherwise interact with us.
We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide you with clear and transparent information about our data practices and your rights.
Personal data we collect
We collect and process personal data that you provide to us directly, as well as data generated when you use our services. The types of personal data we commonly collect include:
Identification and contact details such as name, address, collection and delivery addresses, and any alternative contact person you nominate.
Communication details such as email content you send us, messages you provide through enquiry forms, and notes we make relating to your quote or booking.
Service and booking information such as details of the items to be moved, property access information, dates and times of moves, booking history, payment amounts, and any instructions you provide.
Payment-related information such as payment status and method. We do not store full payment card details when payments are processed via third-party payment providers.
Technical information when you visit our online pages, such as IP address, device information, and general browsing data, to the extent it is required for security, analytics, and service improvement.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we will rely on one or more of the following lawful bases:
Contract. We process your personal data when it is necessary to enter into or perform a contract with you, including to provide quotes, confirm bookings, carry out moves, manage payments, and handle any questions or issues related to your service.
Legal obligation. We may process your data where this is necessary to comply with legal or regulatory requirements, for example keeping records for tax and accounting purposes.
Legitimate interests. We may process your data where this is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer enquiries, preventing fraud or misuse, maintaining security, and keeping basic records of past jobs.
Consent. In some cases we will rely on your consent, for example for certain types of marketing communications where consent is required by law. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes and respond to enquiries. When you contact us for information or a price estimate, we use your contact and service details to prepare and provide a quote, to clarify requirements, and to respond to your questions.
To perform moving and transport services. We use your personal data to confirm bookings, plan routes, carry out the move, communicate with you about timings and access, and handle any changes to arrangements.
To manage payments and invoices. We process payment-related information to confirm receipt of payment, issue invoices or receipts, and maintain accurate financial records.
To manage customer relationships. We keep records of your interactions with us, your booking history, and any feedback or complaints, so that we can provide ongoing support, resolve issues, and improve our services.
To improve and protect our business. We may use aggregated or anonymised data for analysis and service improvement, and we may use limited personal data to monitor for fraud, abuse, or security incidents.
To comply with law and enforce our rights. We may process your data where necessary to meet legal obligations, respond to lawful requests, or protect our rights, property, or safety, or that of our staff and customers.
Data processors and sharing your information
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and confidential.
Types of data processors we may use include:
IT and hosting providers who host our systems, websites, or communication tools and enable us to store and access data securely.
Payment service providers who process payments on our behalf and help us manage payment confirmation and fraud prevention.
Customer management and administration tools that help us organise bookings, manage quotes, and maintain our customer records.
Professional advisers such as accountants or legal advisers, to the extent necessary to obtain professional services and comply with legal requirements.
We do not sell your personal data. We will only disclose your data to other third parties where this is required by law, necessary to protect our legitimate interests in the context of legal claims, or where you have explicitly requested or consented to such sharing.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general:
Quote and enquiry information may be retained for a limited period after we provide a quote, so that we can respond to follow-up requests and keep a record of our communications.
Booking and service information is typically retained for several years after the completion of the service, in line with legal and tax obligations and to enable us to respond to any queries, complaints, or legal claims related to a past job.
Payment and invoice records are kept for the periods required by tax and financial regulations.
Marketing-related data is retained for as long as you remain subscribed or until you withdraw consent or object to such processing, after which we will remove or suitably anonymise your data unless it must be kept for another lawful purpose.
When personal data is no longer required, we will delete it or anonymise it in a secure manner.
International data transfers
In some cases our processors or their servers may be located outside the United Kingdom or the European Economic Area. Where personal data is transferred internationally, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws. These safeguards may include the use of standard contractual clauses or equivalent legal mechanisms.
Your data protection rights
As a customer or prospective customer of Man with Van Woodlands in our service area, you have a number of rights in relation to your personal data under data protection law. These rights include:
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with information about how it is used.
Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data. This right is subject to legal and contractual limitations, and we may need to retain some data where required by law.
Right to restriction of processing. You may request that we restrict the processing of your personal data in specific situations, for example while we verify the accuracy of the data or where you object to processing.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to object. You have the right to object to processing based on our legitimate interests, including direct marketing. If you object to direct marketing, we will stop processing your data for that purpose.
Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns.
Security of your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include restricting access to personal data to staff and processors who need it to perform their duties, using secure systems and safeguards, and regularly reviewing our security practices.
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 protection practices. Any updates will take effect when the revised policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
