Privacy Policy - Man With Van Coneyhall

This Privacy Policy explains how Man With Van Coneyhall collects, uses, stores, shares, and protects personal data relating to our customers, prospective customers, and other individuals whose information we process in connection with our services. It applies to all Man With Van Coneyhall customers in area. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Coneyhall provides removal, transport, and related moving services. In the course of carrying out these services, we may process personal data about individuals who request a quote, make a booking, communicate with us, or receive our services. For the purposes of data protection law, we act as the data controller for the personal data described in this policy unless we specifically state otherwise.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. The types of personal data we may collect include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service information such as moving dates, collection and delivery addresses, property access details, item descriptions, and any special handling requirements.
Payment and transaction data such as payment status, billing details, and records of services provided.
Communication records including emails, calls, text messages, and notes from enquiries or bookings.
Website or device data if you interact with our online services, such as technical and usage information.
Other relevant information you choose to provide to help us deliver a moving service safely and efficiently.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless we are otherwise permitted or required to do so by law. If such information is provided to us incidentally, we will handle it with additional care and only for the limited purpose for which it was shared.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and perform moving services.
To communicate with customers before, during, and after a move.
To plan routes, schedules, and logistics.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, or disputes.
To improve our services, internal processes, and customer experience.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or security risks.

We will only use personal data for the purpose for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that use is permitted by law.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis to do so. Depending on the circumstances, the lawful bases we rely on may include:

Contract – where processing is necessary to provide a quote, make a booking, or carry out services you have requested.
Legal obligation – where we must process data to comply with laws relating to tax, accounting, record keeping, insurance, or other legal requirements.
Legitimate interests – where processing is necessary for our legitimate business interests, such as managing operations, improving services, responding to enquiries, preventing fraud, or maintaining security, provided these interests are not overridden by your rights and freedoms.
Consent – where we rely on your consent, for example for certain optional communications or where the law requires consent. You may withdraw consent at any time if we are relying on it.

Where special category data is processed, we will only do so where a separate lawful condition applies and where processing is necessary and proportionate.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Processors may include:

Payment service providers that process card or electronic payments.
IT and cloud service providers that host our systems, store records, or support email and communications.
Accounting and bookkeeping providers that assist with invoicing, tax, and financial administration.
Customer management tools used to organise bookings and service records.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Subcontractors or associated service providers involved in delivering a moving service, where needed for completion of the work.

We may also disclose personal data if required to do so by law, court order, regulatory requirement, or to protect the rights, property, or safety of Man With Van Coneyhall, our customers, staff, or others.

We do not sell your personal data.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect the data in accordance with applicable law. This may include the use of approved contractual clauses or transfers to countries that have been recognised as providing an adequate level of protection.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Booking and service records are typically retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for as long as necessary to resolve issues and manage our legal position.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of systems and processes. However, no system can be guaranteed completely secure, and we encourage customers to share information only through appropriate channels.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions or exemptions. They include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete information.
The right to erasure – to ask us to delete your data in certain circumstances.
The right to restriction – to ask us to limit how we use your data in certain situations.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to data portability – to request transfer of certain data to you or another provider where applicable.
The right to withdraw consent – where we rely 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 data protection law. We may need to verify your identity before acting on a request. In some cases, we may not be able to comply fully if a legal exemption applies.

10. Marketing Communications

We may send service-related communications where necessary for the performance of our services. If we send optional marketing communications, we will do so only where permitted by law and, where required, with your consent. You can opt out of marketing at any time. Unsubscribing from marketing will not affect operational messages about bookings or services you have requested.

11. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies on your device, these may be used to support website functionality, measure performance, or improve user experience. Where required, we will provide appropriate notice and obtain consent before placing non-essential cookies. You can manage cookie preferences through your browser or device settings.

12. Children

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the context of a service request and is provided by an adult customer or authorised representative. If we become aware that we have collected data from a child without appropriate basis, we will take reasonable steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. Any updated 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 we protect personal data.

14. Complaints and Further Information

If you are concerned about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We would, however, welcome the opportunity to address your concerns directly first. We aim to process personal data responsibly and in a way that respects privacy, confidentiality, and legal requirements.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. This policy is intended to provide clear information about our data practices and to support our commitment to lawful and transparent processing for all customers in the area served by Man With Van Coneyhall.