Privacy Policy - Man With A Van Edgware

This Privacy Policy explains how Man With A Van Edgware collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Edgware customers in area, including individuals who request quotations, book services, make enquiries, or otherwise interact with our removals and transport services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, suppliers acting as individuals, and any other person whose personal data we process in connection with our services. It covers data collected through phone calls, email, online enquiry forms, messages, service bookings, invoices, surveys, and direct interactions during the provision of moving and transport services.

2. Information we collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as address, email address, and telephone number.
Service data including moving details, property access information, delivery instructions, and item descriptions.
Transaction data such as invoices, payment status, and booking records.
Communication data including messages, complaint records, and feedback.
Technical data where applicable, such as basic device or browsing information if you contact us online.
Special category data only where you voluntarily provide it and where it is necessary, for example if accessibility requirements reveal health-related needs. We will only process such data with additional legal safeguards.

We aim to collect only the information that is necessary for the specific purpose for which it is used.

3. How we use your data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To manage bookings and deliver moving services.
To plan routes, timing, and logistics for collections and deliveries.
To process payments, issue invoices, and maintain financial records.
To communicate with you regarding service updates, changes, or issues.
To handle complaints, queries, and dispute resolution.
To maintain business records and meet legal obligations.
To improve our services and customer experience.
To prevent fraud, misuse, or unlawful activity.

We will not use your data for purposes that are incompatible with the reasons for which it was collected unless we have a valid legal basis to do so.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out a move, and handling payment or service-related communication.

Legal obligation

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

Legitimate interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, service administration, improving operations, and protecting our business from fraud or misuse.

Consent

In limited situations, we may rely on your consent, especially for optional communications or when processing certain types of sensitive information. Where consent is used, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in most cases, but may be used in exceptional circumstances where necessary to protect someone’s life or where required by law.

5. Data sharing and processors

We may share personal data with trusted third parties where necessary to run our services properly. These third parties act as processors when they process data on our behalf and under our instructions. They may include:

Payment processors that handle card or bank-related transactions.
IT and hosting providers that store records or support communication systems.
Accounting or bookkeeping providers that help manage invoices and financial records.
Customer management or booking tools used to organise enquiries and appointments.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontractors or service partners involved in completing a booking, where such sharing is required for the service.

We require processors to keep personal data secure, use it only for authorised purposes, and comply with data protection law. We do not sell personal data.

We may also disclose information where required by law, court order, or a legitimate request from public authorities.

6. 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 type of data and the reason it is held.

Quotation and enquiry records are usually kept for a limited period to manage follow-up and service history.
Booking and service records may be kept for several years where needed for contract performance, dispute handling, or business records.
Financial and tax-related records are kept for the period required by law.
Complaint and correspondence records are retained long enough to resolve the matter and defend legal claims if necessary.

When data is no longer needed, we will securely delete, anonymise, or archive it as appropriate.

7. Data security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and careful selection of service providers. Although no system can be guaranteed completely secure, we take data protection seriously and work to minimise risk.

8. International transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as an adequacy decision, standard contractual clauses, or another lawful transfer mechanism. We only transfer data where necessary and where appropriate protection is maintained.

9. Your rights

You have rights under data protection law in relation to your personal data. Depending on the circumstances, these may 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 information.
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 cases.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability to receive certain data in a structured, commonly used format.
Right to withdraw consent where processing is based on consent.

You also have the right to make a complaint to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so we can try to resolve the issue.

10. Children’s data

Our services are intended for adults arranging removals and transport services. We do not intentionally collect data from children unless it is incidental and necessary in the context of a booking, for example where household details are relevant to service delivery. Where this occurs, we process the information only as needed and with appropriate care.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Fair processing commitment

Man With A Van Edgware is committed to processing personal data fairly, lawfully, and transparently. We collect only what is needed, retain it only as long as necessary, and use it in ways that respect your privacy. If you use our services, request a quote, or make an enquiry, this policy explains how your information will be handled throughout the customer relationship.

By engaging with Man With A Van Edgware, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.