Privacy Policy - Man With Van Bethnalgreen

Effective for all Man With Van Bethnalgreen customers in the area. This Privacy Policy explains how we collect, use, share, store, and protect personal data when you use our moving, delivery, packing, storage, and related services. It applies to all Man With Van Bethnalgreen customers in Bethnal Green and the surrounding area, including individuals, households, landlords, tenants, and business clients who engage our services.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018. This policy sets out what information we collect, why we collect it, how long we keep it, who we share it with, and the rights you have over your personal data. We process only the data that is necessary for the purposes described in this policy and take appropriate measures to keep it secure.

2. Data We Collect

We may collect the following categories of personal data when you request a quote, book a service, communicate with us, or use our services:

Identity data: your name and any other identifying details you provide.
Contact data: address, email address, and telephone number.
Service information: moving dates, pickup and delivery locations, property access details, inventory lists, and special handling instructions.
Billing and transaction data: payment details, invoices, transaction records, and payment status.
Communication data: messages, booking notes, complaints, feedback, and correspondence.
Technical data: if you communicate with us electronically, we may receive limited technical information such as device type or message metadata.
Special category data: we do not normally seek to collect special category data. However, you may voluntarily share information that reveals health or access needs, such as mobility requirements or instructions for fragile items. Where this happens, we will only process it when necessary and with appropriate safeguards.

We do not intentionally collect more information than is needed to provide our services safely and effectively.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to manage bookings and carry out removal or delivery services;
to communicate with you before, during, and after the service;
to issue invoices, take payment, and manage refunds or disputes;
to maintain records of completed work and customer preferences;
to improve our services, training, planning, and operational performance;
to comply with legal, regulatory, accounting, and insurance obligations;
to respond to complaints, claims, or requests for support;
to protect our business from fraud, misuse, or unlawful activity.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following:

Contract: we process your data to enter into and perform our contract with you, including providing quotes, scheduling jobs, completing removals, and managing payment.
Legal obligation: we may need to keep records for tax, accounting, insurance, or other legal requirements.
Legitimate interests: we may process data to manage our business, improve services, prevent fraud, handle customer queries, and maintain records, provided these interests do not override your rights and freedoms.
Consent: where required, such as for certain optional communications or sensitive information you choose to provide, we will rely on your consent. You may withdraw consent at any time.
Vital interests: in rare situations, we may process data to protect someone’s life or safety, for example during an emergency.

If we collect special category data, we will identify an additional condition under Article 9 UK GDPR where required.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our services. These parties act as processors or independent controllers depending on the context. We only share the minimum information necessary and require appropriate safeguards.

Processors may include:

IT and hosting providers: to store emails, booking records, and system data securely.
Payment service providers: to process card or electronic payments.
Accounting and invoicing providers: to manage financial records and statutory reporting.
Customer communication tools: to manage messages, confirmations, and service updates.
Cloud storage and backup providers: to retain records securely and support business continuity.
Insurance or claims handlers: where needed to assess incidents, damage, or liability.
Subcontractors or operational partners: where required to complete services you have booked.

We may also disclose data where required by law, court order, or regulatory authority, or where necessary to establish, exercise, or defend legal claims.

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, and insurance obligations. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records: retained for as long as needed to manage the service and resolve any follow-up issues.
Invoices and accounting data: kept for the period required by tax and financial law.
Complaints and claims: retained for the time needed to investigate and defend legal or insurance matters.
Communication records: kept for a reasonable period to support customer service and operational review.
Unused enquiries: held only for a limited period unless we need to retain them for legal or business reasons.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We use 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, limited staff access, and careful handling of customer files and records. While no system is completely risk-free, we work to reduce risks and to respond quickly to any suspected data incident.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may apply in full or in part depending on the legal basis for processing and the circumstances of the request.

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: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability: you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data rights have been breached.

9. International Transfers

If any processor stores or accesses data outside the UK, we will take steps to ensure an adequate level of protection, such as using approved safeguards and contractual protections. We will only transfer personal data where permitted by applicable law and where appropriate safeguards are in place.

10. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a household move and is necessary to complete the service. Where that occurs, we process the data only as needed and with care.

11. Changes to This 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 is made available. We encourage customers to review the policy periodically to stay informed about how personal data is protected.

12. Summary of Key Points

Applies to all Man With Van Bethnalgreen customers in the area.
Collects only the data needed to deliver quotes, bookings, removals, deliveries, and support.
Processes data under contract, legal obligation, legitimate interests, consent, or vital interests.
Shares data only with trusted processors and where legally required.
Retains data only for as long as necessary and protects it with appropriate security measures.
Respects your GDPR rights, including access, correction, deletion, restriction, objection, portability, and consent withdrawal.

By using our services, you acknowledge that you have read and understood this Privacy Policy.