Privacy Policy - Man With Van Hithergreen

This Privacy Policy explains how Man With Van Hithergreen collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, loading, unloading, and related transport services. It applies to all Man With Van Hithergreen customers in the area, including individuals and businesses that request a quote, make a booking, receive a service, or communicate with us in connection with our work.

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 is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal obligations. Depending on your interaction with us, this may include:

Identity information such as your name, title, and the name of your business where relevant.
Contact information such as your address, email address, and phone number.
Booking details such as moving date, pickup and delivery addresses, property access details, inventory lists, and service preferences.
Payment and billing information such as invoice details, transaction records, and payment confirmations.
Communication records such as enquiries, complaints, feedback, and messages exchanged with us.
Service-related information such as photos supplied to support a quotation, notes on fragile items, or special handling instructions.
Technical information where applicable, such as basic device or log data if you contact us electronically.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it to us. Special category data includes information about health, religious beliefs, political opinions, or similar sensitive details. If such information is shared with us accidentally, we will handle it carefully and only for the purpose for which it was provided.

2. How We Use Personal Data

We use personal data to operate our services efficiently and lawfully. The main purposes include:

responding to enquiries and providing quotes;
managing bookings and scheduling removals or deliveries;
planning routes and workforce allocation;
performing the contracted service safely and accurately;
issuing invoices and processing payments;
maintaining business records;
handling complaints, claims, or disputes;
meeting legal, tax, accounting, and insurance obligations;
improving our services, communications, and customer experience;
protecting against fraud, misuse, or unlawful activity.

We only process personal data where there is a valid reason to do so. We do not use your data for unrelated purposes unless we have informed you and the law allows it.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out the move, and managing payment.

Legal Obligation

We process some data to comply with legal duties, such as record keeping, tax compliance, accounting requirements, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include service administration, fraud prevention, internal record management, and improving operational efficiency.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to specific communications. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. How We Share Personal Data

We may share personal data with trusted third parties where this is necessary for the operation of our services or where the law requires it. We take steps to ensure that any such sharing is limited, secure, and appropriate.

Service providers that support administration, payment handling, communications, IT systems, storage, or accounting.
Professional advisers such as accountants, insurers, legal advisers, or auditors.
Subcontractors or operational partners involved in delivering moving or transport services where required for a booking.
Authorities or regulators if disclosure is required by law or necessary to establish, exercise, or defend legal rights.

We do not sell your personal data. We do not share it for marketing purposes unless you have clearly agreed to this or the law otherwise permits it.

5. Processors

Where third parties process personal data on our behalf, they act as data processors. Processors only handle data according to our instructions and must protect it appropriately. Examples of processors may include:

booking and scheduling software providers;
cloud storage and IT support providers;
email or communication service providers;
accounting and invoicing systems;
secure document storage providers.

We require processors to use suitable technical and organisational measures to keep data secure and to process it only for agreed purposes. If any processor is located outside the UK or EEA, we will ensure an adequate safeguard is in place before data is transferred.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal, accounting, tax, and insurance obligations. Retention periods may vary depending on the nature of the record.

Quotation and booking records are generally retained for a reasonable period after the service has ended, to manage queries, complaints, or repeat bookings.
Invoice and payment records are retained for the period required by tax and accounting laws.
Correspondence and service communications are kept for as long as needed to resolve the relevant matter.
Claims, disputes, and insurance-related records may be kept longer where necessary to defend or pursue legal claims.

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

7. Data Security

We use appropriate safeguards to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure systems, staff confidentiality obligations, and careful handling of paper and electronic records. While no system can be guaranteed to be completely secure, we work to keep your information protected to a high standard.

8. Your Rights

You have a number of rights under data protection law in relation to your personal data. Subject to legal limits, these rights 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 ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so that we can try to resolve the issue promptly and fairly.

9. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in service-related information, such as a household booking. Where this occurs, we will process the data only as needed to provide the service and will handle it with appropriate care.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

Man With Van Hithergreen is committed to respecting your privacy and using personal information responsibly. If you use our services, request a quote, or communicate with us, you acknowledge that your data will be processed in accordance with this policy and applicable data protection law.