Privacy Policy - Man With Van Petersham

This Privacy Policy explains how Man With Van Petersham collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Petersham customers in the area, including anyone who requests, books, receives, or enquires about our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent 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 Petersham provides local moving and transport services. In the course of delivering these services, we may process personal data about customers, household members, business representatives, and other people connected with a booking. This policy explains what data we process and why.

2. Personal data we collect

We collect only the personal data that is necessary for us to provide our services, manage enquiries, and meet our legal obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity data such as your name and, where relevant, the name of a business or organisation you represent.
Contact data such as telephone number, email address, and moving or collection address.
Booking and service data including service date, time, property access details, inventory notes, delivery instructions, and any special handling requirements.
Payment and transaction data such as records of payments, invoices, and payment status.
Communication data including enquiries, correspondence, complaints, and feedback.
Technical data if you interact with us through digital systems, such as basic device or usage information that may be collected by standard security or analytics tools.
Special category data only where strictly necessary and only if you voluntarily provide it, for example information about health or mobility needs relevant to moving assistance. We ask that you only share such information when it is essential to the service.

We do not seek to collect unnecessary personal information. Please avoid sharing sensitive data unless it is directly relevant to your service request.

3. How we use your data

We use personal data to provide our services effectively and to manage our relationship with you. Typical uses include:

responding to enquiries and preparing quotations;
booking and managing removal or transport services;
confirming service details and completing the move;
processing payments and maintaining accounting records;
communicating about changes, delays, or service issues;
handling complaints, claims, and customer support;
meeting legal, tax, and insurance obligations;
protecting against fraud, misuse, or security incidents;
improving service quality and internal operations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or a legal obligation requires us to do otherwise.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of your personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing quotations, confirming bookings, completing moves, and processing payments.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, customer communication, fraud prevention, and record-keeping. We always consider whether the processing is appropriate and proportionate.

Legal obligation

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

Consent

Where required by law, we will rely on your consent. If we ask for consent, you can withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

Vital interests and public interest

In rare cases, we may process personal data where necessary to protect someone’s vital interests or where processing is required for a task carried out in the public interest, although these bases are unlikely to apply in most customer situations.

5. How we share personal data

We do not sell personal data. We may share data only where necessary and only with appropriate safeguards. Recipients may include:

Service providers and processors who support booking administration, storage, accounting, communication, security, or IT systems;
Payment-related providers that help process transactions;
Professional advisers such as accountants, insurers, or legal advisers;
Authorities or regulators where disclosure is required by law or necessary to protect legal rights;
Subcontractors or operational partners involved in delivering the service, where relevant to your booking.

When we use processors, they are required to act only on our instructions, keep data secure, and comply with data protection law. We take reasonable steps to ensure they provide appropriate safeguards.

6. International transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take steps to ensure your data remains protected to a standard consistent with UK GDPR.

7. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy. Retention periods depend on the type of data and why we hold it. In general:

quotation and enquiry records are kept for a limited period after the enquiry ends;
booking, service, and payment records are kept for the duration needed to complete the service and meet accounting requirements;
complaints, disputes, or claims may be kept longer where necessary to resolve the issue or defend legal claims;
data retained for legal, tax, or insurance reasons is kept for the period required by law or contractual necessity.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality expectations, and careful selection of processors. While no system is entirely risk-free, we work to keep personal information safe and to respond appropriately to any suspected incident.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal exceptions and conditions. They include:

Right of access – you may request confirmation of whether we process your data and ask for a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may ask us to delete your data where there is a valid legal basis to do so.
Right to restriction – you may ask us to limit processing in certain circumstances.
Right to data portability – you may ask for data you provided to us in a structured, commonly used format, where applicable.
Right to object – you may object to processing based on legitimate interests or to direct marketing, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle personal data. If you believe your rights have been infringed, you may seek a review through the relevant supervisory authority.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a booking or service arrangement and is necessary for that purpose. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Marketing communications

We only send marketing communications where permitted by law. If you have given consent or if the law otherwise allows it, we may contact you about services that may be relevant. You can opt out of marketing at any time. We will still need to send essential service messages that are necessary to complete bookings or comply with legal duties.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to all customers in the area from the time it is published. We encourage you to review it periodically so you remain informed about how your data is handled.

13. Summary of commitments

Man With Van Petersham is committed to processing personal data lawfully, fairly, and transparently. We collect only what is necessary, use it for clear and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also respect your data protection rights and aim to respond to requests promptly and responsibly.

This Privacy Policy applies to all Man With Van Petersham customers in the area.