Privacy Policy

Man With a Van Edgware Customer Privacy Policy

This Privacy Policy explains how Man With a Van Edgware collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It is written to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy applies to all Man With a Van Edgware customers and enquiries within our operating area, whether you contact us online, by phone, in writing or in person.

Who we are and scope of this policy

Man With a Van Edgware is a local transport and removal service provider. In the context of data protection law, we act as the data controller for the personal data that we collect and use about our customers and prospective customers. This Privacy Policy covers personal data we process in connection with enquiries, bookings, quotations, service delivery, payments and related customer communications.

Types of personal data we collect

We only collect personal data that is relevant for providing our services, managing our business and meeting legal obligations. The types of data we may collect include:

Identification details such as your name and, where relevant, the name of a business you represent.

Contact details such as your address, collection and delivery addresses, and other location details required for the job, together with any additional contact names for access or delivery.

Communication details such as your chosen method of contact and the content of your messages, including any notes you provide about the job, access instructions, or special requirements.

Service information such as details of the items to be moved, dates and times of bookings, job history, quotes provided, and service preferences.

Payment and transaction details such as payment method used, amounts paid, dates of payment and relevant invoice or receipt information. We do not store full payment card details; if card payments are used, they are processed by secure payment processors.

Technical and usage data where applicable, which may include basic information about how you interact with our online content or contact forms, such as date, time and method of contact.

How we collect personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or amend a job, or ask a question about our services. This may be by phone, online forms, messaging platforms, or in person.

We may also receive personal data indirectly where a third party arranges services on your behalf, such as a friend, family member, landlord, letting agent or business partner. In such cases, we rely on that third party to confirm that you are aware of this Privacy Policy.

Lawful basis for processing your data

We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following bases:

Contractual necessity: When you request a quote or book our services, we process your personal data because it is necessary to enter into and perform a contract with you. This includes managing enquiries, providing estimates, organising and completing jobs, processing payments and handling any related customer service issues.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This may include managing our business operations, keeping records of completed jobs, improving our services, preventing fraud and protecting our property and staff.

Legal obligations: We may process your personal data to comply with legal and regulatory requirements, such as tax, accounting and record keeping obligations, and to respond to lawful requests from authorities.

Consent: In a limited number of situations, we may rely on your consent, for example where required to send certain types of marketing communication. Where we rely on consent, you are free to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries about our services.

To create and manage bookings, including planning routes, scheduling drivers and allocating resources.

To communicate with you about your job, including confirmations, updates, changes and follow up messages.

To deliver our services safely and efficiently, including access arrangements and coordination at collection and delivery addresses.

To process payments, issue invoices or receipts and maintain financial records.

To manage our relationship with you, including addressing questions, complaints or feedback.

To keep internal records of jobs and customers for operational and administrative purposes.

To comply with legal obligations and cooperate with lawful requests from regulatory or law enforcement bodies.

Where permitted, to send you service-related information or occasional updates about our services. You may opt out of such communications at any time.

Data sharing and processors

We do not sell your personal data. We only share it where necessary for the purposes explained in this Privacy Policy or where we are legally required to do so.

We may share your personal data with trusted third parties acting as data processors on our behalf. These may include:

IT and communications providers that host or support our systems, contact tools or messaging platforms.

Payment processing providers that handle card or electronic payments securely.

Accountants or professional advisers who need access to certain records for tax and business administration.

Transport or subcontracted service providers, but only where needed to fulfil a booking, and with appropriate safeguards in place.

These processors are required to act only on our instructions, protect your data and comply with data protection law. We may also share personal data with public authorities where required by law or in connection with legal proceedings.

Data retention and storage

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting requirements.

In general, enquiry and booking records, including basic contact and job details, may be kept for a period that allows us to manage repeat bookings, respond to questions about past services and comply with tax and accounting laws. Payment and invoicing records are usually retained for the period required by financial and tax regulations.

Where we no longer need personal data, we will take reasonable steps to delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.

International transfers

Our services are primarily provided within our local service area. If we use service providers that store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection, to keep your personal data secure and compliant with data protection law.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure or destruction. Measures may include restricted access to systems, secure storage practices, staff awareness and careful selection of third party service providers. While no system can be completely secure, we work to reduce risks to a reasonable level in line with industry practices.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man With a Van Edgware customers and enquiries in our service area, subject to certain legal limitations and exemptions. Your rights include:

Right of access: You can ask for confirmation of whether we process your personal data and request a copy of the information we hold about you.

Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.

Right to restrict processing: You may request that we limit the use of your data in certain situations, such as while we investigate a concern about accuracy or legality of processing.

Right to object: You can object to processing based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that it is transmitted directly to another controller, where technically feasible.

Right to withdraw consent: Where we rely on your consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.

If you exercise any of these rights, we may need to verify your identity to protect your privacy and security. We aim to respond to valid requests within the time limits set by law.

Complaints and contact

If you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the details you normally use to reach Man With a Van Edgware. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been breached.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any significant changes will be applied prospectively and the most recent version will apply to your interactions with us from the date it is published.