Privacy Policy - Man With Van Bethnalgreen

This Privacy Policy explains how Man With Van Bethnalgreen collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Bethnalgreen customers in the area, including individuals and businesses who request or receive moving, delivery, loading, unloading, packing, or related services. We are committed to handling personal data 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 We Are

Man With Van Bethnalgreen provides local and regional transport, removals, and van services. In the course of delivering these services, we may need to collect and process personal information about customers, recipients, and other relevant individuals. This policy describes how that information is managed.

2. Information We Collect

We may collect different types of personal data depending on the service requested. The information we collect is limited to what is necessary for our business and service obligations.

2.1 Information Provided Directly by You

Identity details such as your name and title
Contact details such as telephone number and email address
Service details such as pickup address, delivery address, access instructions, dates, and preferred service times
Billing and payment information where required for invoicing and payment processing
Instructions and preferences relating to packing, handling, storage, or delivery of items
Communication records including emails, messages, call notes, and service confirmations

2.2 Information Collected Automatically

When you interact with us by phone, email, messaging systems, or other digital tools, we may record technical and operational data such as:

dates and times of communication
service records and booking history
location information necessary for job planning and delivery
device or browser-related information if used in our internal systems

2.3 Information from Third Parties

In some cases, we may receive personal data from third parties, including:

business partners or subcontractors involved in completing a service
payment providers
referrers or lead sources where you have requested a quote or booking
individuals acting on your behalf, such as family members, assistants, landlords, or business contacts

We only use this data where it is relevant to providing or managing the service.

3. How We Use Personal Data

We use personal data for specific and legitimate purposes connected to our moving and van services. These purposes include:

to provide quotes and manage bookings
to organise routes, crews, and vehicle allocation
to carry out loading, transport, delivery, and related services
to communicate with customers about schedules, access needs, or job changes
to issue invoices, process payments, and handle refunds where applicable
to maintain internal records and service history
to deal with enquiries, complaints, claims, and disputes
to comply with legal, accounting, tax, and regulatory obligations
to improve our services, operations, planning, and customer experience

We will only use your data in ways that are compatible with the purposes explained in this policy.

4. Lawful Basis for Processing

We process personal data under one or more lawful bases set out in the UK GDPR. These may include:

4.1 Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, taking bookings, completing moving services, and managing payments.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, keeping service records, and improving our business processes.

4.3 Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, recordkeeping, and responding to lawful requests from public authorities.

4.4 Consent

Where required by law, we will rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawal will not affect processing that has already taken place lawfully.

5. Data Sharing and Processors

We do not sell personal data. We may share personal data only when necessary and appropriate for delivering our services or meeting legal obligations.

5.1 Processors We Use

We may use trusted processors that act on our instructions. These may include:

IT and cloud service providers that store booking and operational data
payment processors that handle card or online payment transactions
email and communication providers used for customer correspondence
accounting and bookkeeping providers that support invoicing and tax compliance
subcontracted drivers or crew members engaged to complete jobs under our control
customer support or administrative tools used to manage service records

All processors are required to handle personal data securely, use it only for the purposes we specify, and protect it with appropriate technical and organisational measures.

5.2 Other Disclosures

We may disclose personal data where necessary to:

comply with law or a lawful request
protect our rights, property, or safety, or that of others
support insurance claims, investigations, or dispute resolution
complete a customer-requested service involving third-party access or delivery arrangements

6. International Transfers

If any processor stores or accesses personal data outside the UK, we will take steps to ensure an adequate level of protection. This may include using approved contractual safeguards or relying on recognised adequacy arrangements where applicable.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

Booking and service records are retained for a period appropriate to business and legal needs
Financial and tax records are retained for the period required by law
Correspondence and complaint records are kept for as long as needed to manage the matter and protect our legal position
Data no longer required is securely deleted, anonymised, or archived in line with our retention practices

Retention periods may vary depending on the nature of the data and the purpose of processing.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limited data access on a need-to-know basis. While we work hard to safeguard data, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may apply depending on the circumstances.

9.1 Right of Access

You may request access to the personal data we hold about you and ask for a copy of that data.

9.2 Right to Rectification

You may ask us to correct inaccurate or incomplete information.

9.3 Right to Erasure

In certain situations, you may request that we delete your personal data.

9.4 Right to Restrict Processing

You may ask us to limit how we use your data in specific circumstances.

9.5 Right to Object

You may object to processing based on legitimate interests. We will review your objection and respond appropriately.

9.6 Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may request that certain data be provided in a structured, commonly used format.

9.7 Rights Related to Automated Decision-Making

We do not rely on solely automated decision-making that produces legal or similarly significant effects without human involvement.

You also have the right to withdraw consent where consent is the lawful basis for processing. Exercising one right does not affect the lawfulness of processing already carried out before your request.

10. How We Handle Requests

If you wish to exercise your rights, we may need to verify your identity before responding. We aim to respond within the timeframe required by law. If a request is complex or numerous, we may take additional time where permitted by law, and we will keep you informed.

11. Children’s Data

Our services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and handled in a lawful and limited way.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically.

13. Summary of Key Principles

We collect only the data needed to deliver our services and manage our business.
We process data on lawful bases including contract, legitimate interests, legal obligation, and consent where applicable.
We share data only with trusted processors or where required by law.
We retain data only for as long as necessary.
We respect your rights and aim to handle all requests fairly and lawfully.

By using Man With Van Bethnalgreen services, you acknowledge that personal data may be processed as described in this Privacy Policy.