Privacy Policy - Man With A Van Hither Green

This Privacy Policy explains how Man With A Van Hither Green collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Hither Green customers in the area, including individuals, households, and business clients who use our moving, transport, collection, delivery, or related services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With A Van Hither Green provides removal and transport services for customers in the area. In this Privacy Policy, “we,” “us,” and “our” refer to Man With A Van Hither Green. “You” and “your” refer to the customer, site user, or any person whose personal data we process in connection with our services.

2. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services, meeting legal obligations, and improving our operations. Depending on the service you request, we may collect the following:

Identity details such as your name and, where necessary, title.
Contact details such as address, email address, and telephone number.
Booking and service information including move dates, delivery instructions, property access details, inventory lists, and service preferences.
Payment information such as billing details and payment confirmation. We do not retain full card details where payment processing is handled securely by a third party.
Correspondence including messages, calls, complaints, and feedback you send to us.
Technical information where applicable, such as basic website usage data, device information, and cookies used for essential site functions.
Special category data only where you choose to provide it and where it is relevant to service delivery, for example access needs or health-related delivery instructions.

We generally do not seek to collect unnecessary personal data. If we do collect special category data, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Collect Personal Data

We may collect data directly from you when you enquire about our services, make a booking, communicate with us, or provide instructions relating to a job. We may also receive information from:

third parties arranging services on your behalf;
payment providers;
subcontractors or partner service providers involved in delivery;
publicly available sources where necessary to verify details or manage a booking.

Where data is provided by someone other than you, we expect that person to have the authority to share it with us.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. The lawful bases we rely on are:

Contract – to provide quotes, take bookings, carry out removals, manage deliveries, and perform our service obligations.
Legal obligation – to comply with accounting, tax, insurance, transport, and record-keeping requirements.
Legitimate interests – to operate and improve our business, prevent fraud, manage customer relationships, train staff, and resolve disputes, provided our interests are not overridden by your rights.
Consent – where required, for example for optional marketing or for certain non-essential cookies. You may withdraw consent at any time.

Where we rely on legitimate interests, we assess the impact on your privacy and balance our interests against your rights and freedoms.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan, execute, and complete moving and transport services;
to communicate about service updates, access issues, changes, or delays;
to process payments and issue invoices or receipts;
to handle complaints, claims, and customer support enquiries;
to maintain business records and meet legal or regulatory obligations;
to protect our business, staff, customers, and property;
to improve service quality, efficiency, and customer experience.

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

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where this is necessary for our business operations and service delivery. These third parties act as data processors or, in some cases, independent controllers. They may include:

Payment processors who handle transactions securely;
IT and cloud service providers who store or support our systems;
Booking, communication, or invoicing software providers used to manage customer records;
Insurance providers and claims handlers;
Subcontracted drivers or movers assisting with your booking;
Professional advisers such as accountants, lawyers, or auditors;
Public authorities where disclosure is required by law or necessary for legal claims.

We only appoint processors that can provide sufficient guarantees regarding confidentiality, security, and compliance with data protection law. Where processors act on our behalf, they are only permitted to process personal data under our instructions and for specified purposes.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, and insurance obligations. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records are generally retained for a reasonable period after the service ends to allow for customer support, dispute resolution, and business records.
Financial records are retained for the periods required by tax and accounting law.
Complaint or claim records may be kept for longer where necessary to defend or establish legal claims.
Marketing preferences are retained until you opt out or withdraw consent.

When personal data is no longer required, we securely delete, anonymise, or archive it in a restricted form, depending on the circumstances.

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 limited sharing with authorised third parties only. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. This may include transfers to countries with adequacy regulations or the use of approved contractual protections. We will only transfer data where it is necessary and lawful to do so.

10. Your Rights

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

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 the processing of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or volume.

11. Cookies and Similar Technologies

Where our online services use cookies or similar technologies, these are used primarily for essential functionality, security, and basic performance measurement. Non-essential cookies will only be used where permitted by law and, where required, with your consent. You can manage cookie settings through your browser or device controls.

12. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary in the context of a service request and provided by an adult authorised to do so. If we become aware that we have collected information from a child without an appropriate basis, we will take steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any revised 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

If you have concerns about how your personal data is handled, you have the right to raise the matter with the relevant data protection authority. We encourage you to contact us first so we can attempt to resolve the issue promptly and fairly. You may also seek independent legal advice if you believe your data protection rights have been breached.

Summary of Our Commitment

Man With A Van Hither Green is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it only as long as necessary, and respect your rights under data protection law. Your privacy matters, and we aim to handle all customer information with care and accountability.