Privacy Policy - Man With Van Westcombepark

This Privacy Policy explains how Man With Van Westcombepark collects, uses, stores, shares, and protects personal data when providing moving, removal, and related services. It applies to all Man With Van Westcombepark customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within Westcombe Park and the surrounding local area. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Westcombepark provides man and van, moving, collection, delivery, packing support, and related logistics services. In the course of arranging and completing these services, we may process personal data about customers, prospective customers, recipients, suppliers, and other individuals involved in a booking or delivery.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on your interaction with us, the information we may collect includes:

Identity information such as your name and title.
Contact details such as phone number, email address, and moving address.
Service information including booking dates, collection and delivery locations, inventory details, access notes, and special handling instructions.
Payment information such as payment status, billing records, and transaction references. We do not retain unnecessary card details where payment processing is handled by a third party.
Communications including messages, emails, call notes, and complaint records.
Technical data where applicable, such as IP address, browser type, and device information if you interact with our digital services.
Verification data when required for fraud prevention, dispute resolution, or service validation.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service issue, for example where access needs or health-related handling instructions are essential to safely carry out a move. If such information is provided, we will process it only where a lawful basis applies and with additional safeguards.

3. How We Use Your Data

We process personal data for the following purposes:

To provide quotations and manage bookings.
To plan, carry out, and complete removals, collections, and deliveries.
To communicate with you about service arrangements, timing, access, and changes.
To take payment, issue invoices, and keep accounting records.
To respond to queries, complaints, claims, or disputes.
To maintain internal records, improve service quality, and train staff or contractors.
To protect against fraud, misuse, or unlawful activity.
To comply with legal and regulatory obligations.

We will only use your data in ways that are compatible with the purpose for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose or a legal obligation requires otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the specific activity, Man With Van Westcombepark relies 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 providing quotes, confirming bookings, and delivering moving services.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing customer relationships, improving services, preventing fraud, and maintaining operational records. We always assess legitimate interests carefully and use data in a proportionate way.

Legal Obligation

We may process personal data to comply with legal obligations, such as tax, accounting, insurance, and record-keeping requirements.

Consent

Where required, we may rely on your consent, especially for certain optional communications or the use of particular data that is not otherwise necessary for the service. When consent is used as the lawful basis, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data only when necessary and subject to appropriate safeguards. We do not sell your personal data. We may share information with the following categories of recipients or processors:

Payment processors that handle transactions securely.
IT and system providers that host, store, secure, or support our records and communications.
Booking, scheduling, and administration providers that help us manage appointments and service delivery.
Professional advisers such as accountants, insurers, legal advisers, or auditors where necessary.
Subcontractors or drivers involved in carrying out the service, where they need limited information to complete the job.
Public authorities or law enforcement where we are legally required to disclose information.

All processors are required to handle data securely, process it only on our instructions, and comply with applicable data protection obligations. Where personal data is shared, we ensure appropriate contractual and technical safeguards are in place.

6. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will ensure that suitable transfer safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legally recognized protections. We take steps to ensure that your data remains protected to a standard consistent with UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and dispute-resolution purposes. Retention periods may vary depending on the type of data and the purpose of processing. In general:

Booking and service records are retained for a reasonable period after completion of the service.
Financial and tax records are kept for the period required by law.
Complaint, claim, and dispute records may be retained longer where necessary to establish or defend legal rights.
Inactive or unnecessary data is deleted or securely anonymised when no longer needed.

Where it is possible and appropriate, we may anonymise data so that it no longer identifies you, allowing us to use it for statistical or service improvement purposes without retaining personal identifiers.

8. Data Security

We use reasonable 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 regular review of our procedures. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to limit processing in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

These rights are not absolute and may be subject to exceptions or limitations under applicable law. If you exercise any of these rights, we may need to verify your identity before responding.

10. Automated Decision-Making

We do not normally use automated decision-making that produces legal or similarly significant effects. If this changes in the future, we will update this policy and ensure that appropriate safeguards are implemented.

11. Children’s Data

Our services are intended for adults arranging moving and delivery services. We do not knowingly collect personal data directly from children in relation to our services. If data relating to a child is provided as part of a booking or household move, we will only process it where necessary for the service and in accordance with applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The most current version will apply to all relevant data processing activities. We encourage customers to review this policy periodically to stay informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Westcombepark is committed to processing personal data responsibly and transparently. We collect only what we need, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and keep it only as long as necessary. We also aim to respect and support your data protection rights at every stage of our relationship with you.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and the applicable data protection laws. If you provide information about other individuals as part of a booking, you should ensure that you have the authority to do so and that they are aware of this policy where appropriate.