Privacy Policy - Man With Van Northwood

This Privacy Policy explains how Man With Van Northwood collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Northwood customers in the area, including individuals and businesses who request quotes, book services, communicate with us, or otherwise interact with our moving and transport services.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have over your data.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting our legal obligations. The types of data we may collect include:

Identity information such as your name, title, and, where applicable, business name.
Contact details such as your phone number, email address, billing address, and service address.
Service information including moving requirements, property access details, inventory lists, collection and delivery dates, and special handling instructions.
Payment and billing information such as payment status, transaction records, and invoicing details.
Communication records including emails, messages, and notes from phone calls or booking discussions.
Technical data such as basic website or device information if you submit an enquiry online, including IP address, browser type, and usage information.
Verification and security information where needed to prevent fraud, confirm identity, or protect our services.

We do not intentionally collect special category personal data unless it is necessary and you choose to provide it. If you include such information in your communications, we will only use it where a lawful basis exists and where it is relevant to the service requested.

2. How We Use Your Data

We use personal data for the following purposes:

To provide moving, loading, transport, and related services.
To prepare quotes, confirm bookings, and manage service arrangements.
To communicate with you about your enquiry, booking, or service updates.
To process payments, issue invoices, and keep accurate financial records.
To maintain service quality, handle complaints, and resolve disputes.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property against fraud, misuse, or unlawful activity.
To improve our operations, customer experience, and service planning.

We do not sell personal data. We only use data in ways that are compatible with the purposes described in this policy or otherwise permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Man With Van Northwood relies on the following lawful bases:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, confirming bookings, completing moves, and handling payment arrangements.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including tax laws, accounting rules, insurance obligations, and record-keeping duties.

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 includes managing enquiries, improving services, securing our operations, preventing fraud, and keeping internal records.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to optional communications or certain uses of your information. Where consent is used, you have the right to withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties, but only when necessary for the operation of our business, compliance with law, or delivery of our services. These third parties act as data processors or independent controllers depending on the circumstances.

Processors may include:

Payment service providers that process card or online payments securely.
Accounting and bookkeeping providers that help manage invoices, tax records, and financial compliance.
IT and cloud service providers that host systems, store records, or support secure communications.
Communication platforms used to send booking confirmations or service updates.
Insurance or legal advisers where necessary to manage claims, disputes, or compliance matters.

We require processors to handle personal data securely, use it only for the agreed purpose, and comply with applicable data protection obligations. We do not permit them to use your information for their own unrelated purposes.

In some cases, we may disclose data to public authorities or regulatory bodies if required by law or to protect our legal rights. Any transfer of data outside the UK will only occur where appropriate safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, taking into account legal, contractual, accounting, and operational requirements. Retention periods depend on the type of record and the reason for holding it.

Quote and enquiry records are usually kept for a limited period to manage follow-up, customer service, and business analysis.
Booking and service records are retained for the duration of the service relationship and for a reasonable period afterward to handle queries or disputes.
Financial records are generally retained for the period required by tax and accounting laws.
Complaint and claim records may be kept longer where necessary to resolve disputes, defend legal claims, or meet insurance requirements.

When data is no longer needed, we will securely delete, anonymise, or archive it in a way that prevents unauthorised access or use.

6. Your Rights

As a data subject under UK GDPR, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain situations.
Right to restriction – you may ask us to limit how we use your data in specific cases.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request that certain information be provided in a structured, commonly used format.
Right to withdraw consent – where processing relies on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. Before doing so, we encourage you to raise any concerns directly with us so we can try to resolve the issue promptly.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of processor relationships.

While we work hard to protect your information, no system is completely secure. If a data breach occurs that is likely to affect your rights and freedoms, we will respond in accordance with applicable law and take appropriate steps to investigate and mitigate the issue.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how we handle personal data.

10. Summary of Our Commitments

Man With Van Northwood is committed to processing personal data fairly, securely, and only where there is a valid lawful basis. We collect only the information needed to provide moving and related services, keep it only as long as necessary, and share it only with trusted processors or where required by law. This policy applies to all Man With Van Northwood customers in the area and is designed to support transparency, accountability, and respect for your privacy.

By using our services, making an enquiry, or otherwise engaging with us, you acknowledge that your personal data may be handled in accordance with this Privacy Policy and applicable data protection law.