Privacy Policy - Man With Van Purley

This Privacy Policy explains how Man With Van Purley collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Purley customers in the area, including individuals and businesses who request quotes, book services, or otherwise interact with us in connection with removals, deliveries, collections, and related support services. We are committed to handling personal data 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. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, and meet legal obligations. The categories of data we may collect include:

Identity information such as your name, title, and any company or business name.
Contact details such as address, phone number, and email address.
Service information such as collection and delivery addresses, move dates, item lists, access details, parking notes, and special handling requirements.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records such as messages, emails, notes from phone calls, and service feedback.
Technical data in limited circumstances, such as IP address or device information if you contact us through digital channels that automatically generate such information.

We do not seek to collect special category data unless it is strictly necessary and you have chosen to provide it, for example where accessibility needs are relevant to a move. If special category data is ever processed, we do so only where a lawful basis and specific condition under data protection law applies.

2. How We Use Your Data

We use personal data for legitimate service purposes, including:

providing quotes and arranging removals or transport services;
planning, carrying out, and managing booked work;
communicating with customers about schedules, access, and service changes;
issuing invoices, processing payments, and maintaining financial records;
responding to enquiries, complaints, and service requests;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, and customers from fraud or misuse;
improving service quality and maintaining internal records.

We only use your data in ways that are relevant to the services you have requested or where another lawful basis allows us to do so. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing payment and service records.

Legal Obligation

We process certain data where required to comply with legal duties, such as accounting, tax records, insurance matters, and lawful requests from public authorities.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include customer administration, service improvement, fraud prevention, recordkeeping, and business security.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information for a purpose not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

4. Data 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 processors or independent controllers depending on the service they provide.

Processors may include:

accounting and bookkeeping providers;
payment service providers;
IT support, hosting, and cloud storage providers;
communication platforms used for email, messaging, or customer administration;
insurance providers and claims handlers where relevant;
professional advisers such as legal or tax advisers;
subcontracted service providers assisting with the move or delivery, where necessary.

We require processors to handle personal data securely, use it only for agreed purposes, and comply with applicable data protection obligations. Where a third party acts as an independent controller, that organisation is responsible for its own privacy practices.

We may also disclose personal data where required by law, where necessary to protect our rights or property, or where needed to prevent harm, fraud, or unlawful activity.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the purpose for which it is used.

Customer and booking records are typically kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Communication records may be retained for as long as needed to resolve queries, prove arrangements, or manage service history.
Complaint and dispute records may be retained longer where necessary to defend legal claims or handle insurance matters.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers. While no system can be guaranteed completely secure, we work to reduce risks and handle data responsibly.

7. International Transfers

Where any processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place in line with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections required by law.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights are subject to conditions and exceptions.

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 some circumstances, you may ask us to delete your data.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests.
Right to data portability – where applicable, you may request your data in a usable format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal requirements. We may need to verify your identity before acting on a request. Please note that some information may still need to be retained where the law requires it or where we have a valid reason to keep it.

9. Complaints

If you have concerns about how personal data is handled, you may raise them with us so that we can review the matter. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their personal data is used.

11. Summary of Our Commitment

Man With Van Purley respects the privacy of every customer in the area and processes personal data only when it is necessary, lawful, and proportionate. We aim to be transparent about what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have. Our approach is designed to support reliable service delivery while protecting your privacy and maintaining compliance with data protection law.