Privacy Policy - Man With A Van Ickenham

This Privacy Policy explains how Man With A Van Ickenham collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Ickenham customers in the area, including anyone who requests a quote, books a service, receives a delivery, or communicates with us in connection with our moving and transport services.

1. Who We Are

Man With A Van Ickenham provides local van and moving services for domestic and commercial customers. In the course of delivering our services, we may process personal information about customers, prospective customers, and other individuals involved in a booking, such as property owners, tenants, suppliers, or recipients of goods.

This policy is written to be clear and transparent about how personal data is handled under the UK GDPR and the Data Protection Act 2018. We are committed to processing data fairly, lawfully, and securely.

2. Personal Data We Collect

We collect only the information needed to manage enquiries, arrange services, complete bookings, and comply with legal or contractual obligations. The personal data we may collect includes:

• Identity information: name, title, and any relevant business name.
• Contact details: telephone number, email address, and service address.
• Booking details: date and time of service, collection and delivery locations, item descriptions, access notes, and special instructions.
• Billing information: payment status, invoice details, and transaction records.
• Communication records: messages, calls, and correspondence relating to your enquiry or booking.
• Technical data: limited website or device information if you contact us through online forms or digital tools, where applicable.
• Other service-related information: details needed to ensure safe and efficient transport, such as lifting requirements or parking arrangements.

We do not intentionally collect special category data unless it is voluntarily provided and strictly necessary for a specific request. Where such information is not needed, please do not include it in your communications.

3. How We Use Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to schedule and deliver moving or transport services;
• to manage customer accounts and service records;
• to process payments and issue invoices;
• to communicate about changes, delays, or service requirements;
• to resolve complaints, disputes, or insurance matters;
• to maintain business records and meet legal obligations;
• to improve our service quality, planning, and customer experience;
• to protect against fraud, misuse, or unlawful activity.

We process only what is necessary and use data in ways that are compatible with the original purpose for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. The lawful bases we rely on are:

Contract

We process personal data where it is needed to enter into or perform a contract with you. This includes managing quotes, bookings, schedules, delivery instructions, and payment administration.

Legal Obligation

We may process and retain certain records to comply with tax, accounting, insurance, transport, or other legal requirements.

Legitimate Interests

We may use personal data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include record keeping, service improvement, operational planning, and fraud prevention.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily choose to provide certain optional information. You may withdraw consent at any time where processing is based on consent.

5. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These parties act as data processors or independent controllers depending on the situation.

Examples of processors and service partners may include:

• Payment providers who process card or electronic payments securely;
• Accounting or invoicing providers used for financial administration;
• IT, email, and storage providers that support our business systems;
• Booking or scheduling tools used to organise customer services;
• Insurance or claims handlers where required to investigate incidents;
• Professional advisers such as accountants, auditors, or legal advisers.

We only engage processors who provide appropriate safeguards and who are contractually required to handle data securely and in accordance with applicable law. We do not sell personal data.

We may also disclose data where required by law, to comply with a court order or regulatory request, or to protect our legal rights, customers, staff, and property.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason it is held.

• Enquiry records may be kept for a limited period if no booking follows, to manage follow-up and administration.
• Booking and service records are typically retained for a period needed to manage contracts, complaints, and service history.
• Financial records are retained in line with tax and accounting rules.
• Claims, disputes, or legal records may be kept longer where necessary to defend or establish legal claims.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, and the restriction of data access to authorised persons only.

Although no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and maintain data integrity.

8. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may be subject to conditions and exemptions, but we will always respond appropriately and in line with the law.

• 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: in certain circumstances, you may request deletion of your data.
• Right to restrict processing: you may ask us to limit how we use your data in specific situations.
• Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
• Right to data portability: you may request certain data in a structured, commonly used format.
• Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to handle requests within the time limits set by law.

9. International Transfers

In some cases, service providers may store or process data outside the UK. Where this happens, we take reasonable steps to ensure suitable safeguards are in place so that your personal data remains protected to a level required by law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a specific booking arrangement and provided by an adult responsible for that arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply to all current and future customers in the area from the date it is published.

12. Complaints

If you have concerns about how your personal data is handled, you have the right to raise the issue with the relevant data protection authority. We encourage you to contact us first so that we can try to resolve your concern promptly and fairly.

This policy is intended to provide a clear explanation of our data practices and to support transparency, accountability, and trust.