Privacy Policy - Man With Van West Green

Man With Van West Green is committed to protecting the privacy and personal data of all customers in the West Green area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van West Green customers in the area, including private individuals, households, landlords, tenants, and business clients who use our removal and transport services.

1. Who we are

Man With Van West Green provides van, moving, and transport services for customers in and around West Green. In doing so, we act as a data controller for the personal information we collect and decide how and why your data is used. This policy explains our data protection practices in a clear and transparent way.

2. Information we collect

We only collect personal data that is necessary for arranging, carrying out, and improving our services, or for meeting legal and contractual obligations. Depending on the type of service you request, we may collect the following categories of information:

Identity details such as your name and title
Contact details such as address, telephone number, and email address
Service details such as moving date, pickup and delivery locations, item lists, and access information
Payment and billing information where relevant for invoicing and payment processing
Communication records including messages, calls, complaints, and service updates
Property and access information needed to complete a move safely and efficiently
Technical information such as device or browser details if you interact with us electronically

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or we are otherwise permitted by law to do so. Special category data includes information about health, religion, ethnicity, or similar sensitive details. If such information is shared with us, we will handle it with enhanced care and only for a lawful purpose.

3. How we use your information

We use personal data for the following purposes:

To provide quotes and respond to service enquiries
To arrange and deliver moving, transport, and related services
To communicate about bookings, timing, access, delays, or service changes
To process payments, issue invoices, and maintain business records
To handle complaints, claims, and customer support requests
To comply with tax, accounting, insurance, and other legal obligations
To protect our business, staff, and customers from fraud or misuse
To improve our operations, service quality, and customer experience

We will only use your data in ways that are compatible with the purposes described in this policy. We do not sell your personal data.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal information. Man With Van West Green relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, managing bookings, arranging services, and completing the move or delivery you requested.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include responding to enquiries, managing service quality, preventing fraud, improving our services, and maintaining business records.

Legal obligation

We may process and retain certain information to comply with legal requirements, such as tax, accounting, insurance, employment, or transport-related obligations.

Consent

Where required, we may rely on your consent for specific activities. If consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

5. How we share your data

We may share personal information with trusted third parties where necessary to deliver our services or comply with the law. These third parties act as processors or independent controllers depending on the situation. We require appropriate data protection safeguards before sharing any personal information.

Examples of recipients may include:

Payment providers who process transactions securely
Accountants and professional advisers who assist with tax, finance, or compliance matters
IT and hosting providers who support data storage, email, scheduling, or business systems
Insurance providers where claims or incident reporting is required
Legal or regulatory authorities where disclosure is required by law
Subcontractors or service partners who assist in completing a booking, subject to confidentiality and data protection obligations

We only share the minimum amount of data needed for the relevant purpose. We do not allow third parties to use your data for their own unrelated marketing unless you have separately agreed to that.

6. Processors

Where we use external service providers to process personal data on our behalf, they act as processors. They may only process your information under our instructions and must keep it secure and confidential. Processors may provide services such as:

Customer relationship and booking systems
Email and communication tools
Cloud storage and document management
Payment processing and invoicing software
Website or digital service support

We take reasonable steps to ensure that processors offer adequate guarantees regarding technical and organisational security measures. Where data is transferred outside the UK, we will ensure suitable safeguards are in place in line with applicable 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 legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the nature of the information and the reasons we hold it.

Customer enquiry records may be kept for a limited period to manage follow-up, complaints, or service history
Booking and contract records are retained for the duration of the service relationship and for a further period where necessary for legal claims or business record-keeping
Financial records are retained for the period required by tax and accounting law
Complaints and incident records may be kept longer where needed to resolve disputes or comply with legal obligations

When personal data is no longer required, we will securely delete, anonymise, or destroy it. Retention is reviewed regularly to ensure we do not keep information longer than necessary.

8. Security of your data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or alteration. These measures may include restricted access, secure storage, password protection, staff confidentiality duties, and careful management of paper and electronic records. While no system can be guaranteed as completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your rights

Under data protection law, you have important rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of it
Rectification of inaccurate or incomplete information
Erasure of personal data in certain circumstances
Restriction of processing in certain situations
Object to processing based on legitimate interests
Data portability for information you provided to us, where applicable
Withdraw consent where processing is based on consent

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to contact us first so we can address concerns promptly and fairly.

10. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data directly from children unless it is necessary in the context of a service request and provided by an adult responsible for the booking. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will take effect when the updated policy is published or otherwise communicated. We encourage customers in the West Green area to review this policy periodically.

12. Contact and further information

This policy is intended to provide a clear summary of how Man With Van West Green handles personal data. If you wish to exercise your rights or have questions about our privacy practices, you may raise them through the normal business channels used for your service. We will respond in accordance with applicable data protection requirements.

Summary: Man With Van West Green collects and uses personal data to provide moving services, based on contract, legitimate interests, consent, and legal obligations. Data is retained securely, shared only with trusted processors, and customers have GDPR rights.