Privacy Policy - Man With Van Selhurst

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

By using our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is necessary for service delivery, legal compliance, customer support, and the legitimate operation of our business.

1. Data We Collect

We may collect and process several types of personal data depending on the nature of the service requested. This can include:

Identity details such as your name and title.
Contact details such as phone number, email address, and moving address.
Service information including property access details, moving dates, inventory lists, vehicle requirements, and any special handling needs.
Billing information such as payment status, invoice details, and transaction records.
Communication records including messages, calls, complaints, estimates, and service confirmations.
Technical data where relevant, such as device or browser information if you contact us through digital channels.
Preference and feedback data relating to customer satisfaction, service improvements, and follow-up requests.

We may also process limited special category data only where it is necessary and lawful, for example if you voluntarily provide information about health conditions that affect access, lifting, timing, or care of fragile items. We ask customers to provide only information that is relevant to the service being arranged.

2. How We Use Personal Data

We use your information for the following purposes:

To provide quotations and arrange moving services.
To plan and carry out removals safely and efficiently.
To communicate about bookings, schedules, delays, or changes.
To prepare invoices, manage payments, and maintain business records.
To respond to enquiries, complaints, and after-service requests.
To comply with legal, tax, accounting, and insurance obligations.
To prevent fraud, manage risk, and protect our staff, customers, and property.
To improve our services, processes, and customer experience.

We will only use your data for the purposes set out in this policy or for closely related purposes that would reasonably be expected. We will not sell your personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, Man With Van Selhurst relies on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out a move, issuing invoices, and communicating about the service.

Legal Obligation

We process personal data when necessary to comply with legal requirements, including tax records, accounting obligations, insurance matters, and health and safety duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing customer enquiries, improving operations, preventing misuse, handling disputes, and maintaining business security.

Consent

In limited cases, we may rely on your consent, particularly where optional information is provided or where the law requires consent for specific processing. When we rely on consent, you may withdraw it at any time.

Vital Interests

In rare situations, we may process information to protect someone’s vital interests, such as where urgent action is required to prevent serious harm during a move.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent data controllers depending on the service they provide. We only share the information required for the relevant purpose and ensure appropriate safeguards are in place.

Examples of processors and third parties may include:

Payment providers who handle card or electronic payments.
Accounting and bookkeeping services that assist with invoicing, tax records, and financial administration.
IT and cloud storage providers that support secure data storage, email, and communications.
Scheduling or job management systems used to organise customer bookings and service delivery.
Insurance providers where claims or incidents need to be reported.
Professional advisers such as accountants, legal advisers, or auditors where necessary.

We may also disclose data to public authorities, regulators, or law enforcement where required by law. If a processor acts on our behalf, it must only process data under our instructions and must take appropriate technical and organisational measures to protect it.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods vary depending on the type of record and the nature of the service.

Customer booking and service records are typically retained for a period necessary to manage the contract, deal with queries, and evidence service completion.
Invoice, payment, and accounting records are retained for the period required by tax and accounting legislation.
Communication records may be retained for dispute resolution, quality assurance, and record-keeping.
Incident or insurance-related records may be retained longer where claims, legal action, or regulatory duties apply.

When data is no longer needed, it is securely deleted, anonymised, or destroyed. We review retained information periodically to ensure it is not kept for longer than necessary.

6. Data Security

We take reasonable and appropriate 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 limiting access to only those who need the information for their role.

While no system can be guaranteed completely secure, we continually review our practices to reduce risk and maintain data integrity. If a personal data breach were to occur, we would assess the situation and take the steps required by law.

7. Your Rights

Under data protection law, you have rights regarding your personal data. These rights may apply in different circumstances and are subject to legal exceptions. Your rights include:

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

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on your request to protect your information.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a specific moving service and provided by a responsible adult. Where children’s data is involved, we handle it carefully and only for legitimate service-related purposes.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised measures. We only transfer data where necessary and lawful.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our operational practices. Any updated 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 their data is used.

11. Summary of Our Commitment

Man With Van Selhurst is committed to respecting privacy, keeping personal data secure, and using information only where there is a valid legal basis. We aim to be clear about what data we collect, why we collect it, who may process it, how long we retain it, and what rights customers have. This policy applies to all Man With Van Selhurst customers in area and is intended to ensure that personal data is handled responsibly, transparently, and in line with GDPR principles.