Privacy Policy - Man With Van Crossness

This Privacy Policy explains how Man With Van Crossness collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Crossness customers in the area, including individuals and businesses that enquire about, book, or receive our moving and transport services. 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 this policy applies to

This policy applies to:

Customers who request a quote or make a booking
People receiving removals, transport, delivery, or loading support
Property owners, tenants, or representatives connected to a service
Individuals who communicate with us by phone, email, or other channels
Anyone whose data is shared with us in connection with a job

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only process data that is relevant and necessary for the provision of our services.

2. Data we collect

We may collect and process the following categories of personal data:

Identity and contact details

Name
Address
Telephone number
Email address

Service and booking information

Collection and delivery addresses
Move date and time
Service instructions
Inventory or item descriptions
Access requirements, parking details, and property notes

Payment and transaction information

Billing details
Payment records
Invoice information
Transaction references

Communication data

Messages and enquiry records
Call notes
Complaint or feedback details

Technical and security data

Basic device or browser information where relevant
Security logs for fraud prevention and service protection

In limited cases, we may also process special category data if you voluntarily provide it and it is necessary for a specific service arrangement, such as information about access needs or health-related requirements for safe handling. We do not seek sensitive data unless it is strictly needed and appropriate safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

To provide quotes and manage bookings
To plan, carry out, and complete services
To communicate about schedules, access, and service changes
To issue invoices and process payments
To respond to enquiries, complaints, and claims
To maintain records and service history
To improve service quality, training, and internal operations
To meet legal, tax, and accounting obligations
To protect against fraud, misuse, or unlawful activity

We do not use your personal data for purposes that are incompatible with the original reason it was collected unless permitted by law.

4. Lawful basis for processing

We rely on the following lawful bases under the UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as handling bookings, carrying out services, issuing invoices, and managing service-related communication.

Legal obligation

We process data where required to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate interests

We may process data based on our legitimate interests, provided those interests are not overridden by your rights and freedoms. This includes managing business operations, protecting our services, preventing fraud, and improving customer experience.

Consent

Where required, we rely on your consent, for example for optional communications or the handling of information that is not otherwise necessary for the service. You may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

Vital interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency affecting health or safety.

5. Sharing and processors

We may share personal data with trusted third parties who support our operations. These third parties act as processors when they process data on our instructions, or as independent controllers where they determine their own purposes.

Examples of processors may include:

Accounting and bookkeeping providers
Payment service providers
IT, email, and data storage providers
Scheduling, communication, or administrative software providers
Professional advisers such as auditors or legal advisers where necessary

We only share the minimum information needed for the relevant purpose. All processors are expected to handle personal data securely, act only on our instructions where applicable, and maintain appropriate confidentiality and data protection measures.

We may also disclose data where required by law, court order, or lawful request from a public authority. If our business is reorganised, transferred, or sold, personal data may be transferred as part of that transaction, subject to applicable data protection safeguards.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

As a general rule:

Quotation and enquiry records are retained for a limited period unless they lead to a booking
Customer and service records are retained for the duration of the business relationship and for a reasonable period afterwards
Financial and tax-related records are retained for the period required by law
Complaint, incident, or claims data is retained long enough to resolve the matter and meet legal obligations

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. Retention is reviewed regularly to ensure we do not keep personal data longer than necessary.

7. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our data handling practices.

Although we work to protect your data, no system is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in line with legal obligations, which may include notifying the appropriate authority and affected individuals where required.

8. Your rights

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

Right of access – to obtain confirmation and a copy of your personal data
Right to rectification – to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to limit how your data is processed 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 legal exceptions. We will respond to valid requests in line with the timeframes and requirements set out by data protection law.

9. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we learn that we have collected data inappropriately, we will take appropriate steps to delete or restrict it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. How we uphold GDPR principles

We aim to follow the core principles of data protection at all times, including lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, confidentiality, and accountability. Our goal is to use personal data only in ways that are necessary, proportionate, and respectful of your privacy.

By using the services of Man With Van Crossness, you confirm that you understand this policy and how your personal data may be processed in connection with your booking or enquiry.