Privacy Policy - Man With Van Churchend

This Privacy Policy explains how Man With Van Churchend collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Churchend customers in the area, including anyone who requests a quote, books a move, receives a service, or communicates with us in connection with our removals and transport 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. This policy sets out what information we collect, why we collect it, the legal bases we rely on, how long we keep it, who may process it on our behalf, and the rights you have over your data.

1. Personal Data We Collect

We collect only the information needed to provide our services, manage bookings, comply with legal obligations, and improve our operations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, company name.
Contact details such as your address, email address, and phone number.
Service details relating to your move, including collection and delivery addresses, property access information, preferred dates, and item lists.
Payment information such as transaction records and invoice details. We do not normally store full card details if payments are processed securely by a payment provider.
Communication records including emails, call notes, quote requests, complaints, and service feedback.
Technical information where applicable, such as limited website or device data used for security, analytics, or service improvement.
Special category data only where it is necessary and you choose to provide it, for example information that may reveal accessibility or health-related needs so that we can safely plan a service.

We do not intentionally collect more data than we need. If you provide information about third parties, such as family members, landlords, or business contacts, you should ensure you have the authority to share it with us.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To plan, carry out, and complete removal and van services.
To contact you about your service, including confirmations, changes, and updates.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, and requests.
To keep records for accounting, tax, and legal compliance.
To protect our business against fraud, misuse, and security incidents.
To improve customer experience, internal processes, and service quality.

We will only use your personal data where we have a lawful basis to do so. We will not use your data for unrelated purposes unless we have informed you and, where required, obtained your consent.

3. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis for each type of processing. Depending on the circumstances, 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 providing quotes you request, confirming a booking, handling the move, and managing payments.

Legal Obligation

We process certain information to comply with legal requirements, including tax, accounting, record-keeping, insurance, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, maintaining service records, preventing fraud, and improving our operations. We always consider whether the processing is necessary and whether it is proportionate.

Consent

Where required, we will rely on your consent. For example, this may apply if we use optional marketing communications or process certain sensitive details that are not otherwise necessary for the service. When consent is used, you can withdraw it at any time.

Vital Interests

In rare cases, we may process information where it is necessary to protect someone’s vital interests, such as in an emergency or to address an immediate safety concern.

4. Retention of Personal Data

We keep personal data only for as long as is necessary for the purposes for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records are usually retained for a reasonable period after completion of the job to handle queries, disputes, or follow-up matters.
Financial and invoice records are retained for the period required by tax and accounting law.
Correspondence and complaint records may be kept for as long as needed to resolve issues and maintain an accurate business record.
Consent-based records are kept until consent is withdrawn or the purpose ends.

When personal data is no longer needed, it is deleted, anonymised, or securely destroyed. We apply retention controls to avoid keeping data indefinitely.

5. Data Processors and Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These parties are only permitted to process data according to our instructions and are required to protect it appropriately. Processors may include:

IT and software providers used for scheduling, communications, record management, or data storage.
Payment service providers who handle secure payment processing.
Accountants or bookkeepers supporting tax and financial compliance.
Insurance providers where needed for claims or risk management.
Professional advisers such as legal or compliance advisers.

We may also disclose personal data where required by law, court order, regulatory request, or to protect the rights, safety, or property of Man With Van Churchend, our customers, or others.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in line with data protection law.

6. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and confidentiality obligations.

While no system can be guaranteed completely secure, we work to reduce risk and respond promptly if a security incident occurs. Protecting customer information is an important part of our business responsibility.

7. Your Rights Under GDPR

You have a number of rights regarding the personal data we hold about you. These rights may be subject to legal limitations and exemptions, but we will always respond appropriately and within the required timeframes.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restrict processing – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – in certain cases, you can request your 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 believe your data has been handled incorrectly, you also have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve any concern quickly and fairly.

8. Children’s Data

Our services are intended for adults and business customers arranging transport or removal services. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a booking and is necessary for the service. If we become aware that we have collected such data inappropriately, we will take reasonable steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to your use of our services. Where changes are significant, we will take reasonable steps to make them known.

By using the services of Man With Van Churchend, you acknowledge that your personal data may be processed as described in this policy. We are committed to keeping your information safe, using it fairly, and respecting your rights under data protection law.