Privacy Policy - Man With A Van Bexleyheath

This Privacy Policy explains how Man With A Van Bexleyheath collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Bexleyheath customers in the area, including individuals and businesses who enquire about, book, receive, or support our moving and van 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 is intended to help you understand what information we process, why we process it, and what rights you have.

1. Information We Collect

We may collect and process different types of personal data depending on how you use our services. The information we collect may include:

Identity information: name, title, and, where relevant, company or trading name.
Contact details: address, email address, and telephone number.
Service details: pickup and delivery addresses, moving dates, property access information, inventory details, and service preferences.
Payment and billing information: invoice details, transaction references, and payment status. We do not intentionally store full card details unless necessary and permitted through our payment providers.
Communication records: emails, call notes, messages, quotation requests, complaint details, and service feedback.
Operational data: booking history, estimates, job notes, and scheduling information.
Technical information: IP address, browser type, and device information if you interact with our online systems, where applicable.

We may also receive personal data from third parties when necessary to provide our services, such as from someone making a booking on your behalf, a property representative, a business client, or a service partner.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to arrange, manage, and complete moving and van services;
to communicate with you about bookings, schedules, and service changes;
to issue invoices, process payments, and maintain accounting records;
to handle complaints, disputes, and claims;
to improve our services, processes, and customer experience;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property against fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is lawful.

3. Lawful Basis for Processing

We rely on one or more of the following lawful bases under the UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing moving services, and managing payments.

Legal Obligation

We process certain data to comply with legal obligations, including tax, accounting, record-keeping, and insurance-related duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing enquiries, improving services, protecting against fraud, maintaining business records, and resolving disputes.

Consent

In limited situations, we may rely on your consent, for example for specific optional communications or certain marketing activities where consent is required. Where we rely on consent, you may withdraw it at any time.

Special category data: We do not normally collect special category personal data. If such information is provided to us unintentionally or is necessary in exceptional circumstances, we will only process it where a lawful basis and an additional condition under data protection law apply.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the context in which it is used.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards for administration and dispute handling.
Financial and tax records: retained for the period required under applicable accounting and tax laws.
Correspondence and complaint records: retained as long as needed to address enquiries, protect legal rights, and maintain service history.
Operational data: retained only for business purposes necessary to manage services and improve efficiency.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These third parties may act as processors or independent controllers depending on the circumstances.

Examples of processors and service providers may include:

Payment service providers: to process transactions securely;
Accounting and bookkeeping providers: to support financial administration and compliance;
IT and cloud service providers: to store data, manage email, and maintain systems;
Scheduling and communications platforms: to help organise bookings and customer communications;
Insurance and legal advisers: where needed to manage claims, disputes, or compliance matters;
Professional support services: such as subcontracted service partners assisting with a booking under our instructions.

We require processors to handle personal data securely, to use it only for the purposes we instruct, and to comply with data protection obligations. We do not sell your personal data.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect the rights, property, or safety of our business, customers, staff, or others.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with data protection law. These may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

7. 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 controls, secure storage, staff confidentiality obligations, and restricted use of personal data on a need-to-know basis.

While we work hard to protect your information, no system can be guaranteed to be completely secure.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. 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 data;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restriction: to ask us to limit how we use your data in certain cases;
Right to data portability: to receive data you provided to us in a structured, commonly used format where applicable;
Right to object: to object to processing based on legitimate interests or to direct marketing;
Right to withdraw consent: where processing is based on consent, to withdraw it at any time;
Right to complain: to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have been infringed.

Some rights may not apply in all circumstances, and legal exemptions may mean we cannot always comply fully with a request. If so, we will explain the reason.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is incidental to a booking or service arrangement made by an adult customer. If we become aware that we have processed children’s data without a valid reason, we will take appropriate steps to delete or protect it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With A Van Bexleyheath is committed to responsible data protection. We only collect data that is needed to deliver our services, we use it on a lawful basis, we retain it for appropriate periods, we work with trusted processors, and we respect your rights.

If you use our services, request a quote, or communicate with us in relation to a booking, this policy applies to you as a customer in the Bexleyheath area.