Privacy Policy - Man With Van Westharrow

This Privacy Policy explains how Man With Van Westharrow collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With Van Westharrow customers in the area, including individuals, households, landlords, tenants, and businesses who request or receive services from us. We are committed to handling personal data 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 Van Westharrow is a moving and transport service provider operating in the Westharrow area and surrounding locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing personal data.

2. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The types of data we may collect include:

Identity information such as name, title, and any business or trading name.
Contact details such as telephone number, email address, and service address.
Booking and service information including moving dates, collection and delivery addresses, property access details, inventory lists, and service preferences.
Payment information such as billing details and transaction records. We do not intentionally store full card details unless required through a secure payment provider.
Communications including correspondence by phone, email, text message, or written message relating to quotes, bookings, complaints, or service updates.
Technical data such as basic website or device information if you interact with our online services, where applicable.
Special category data only where strictly necessary and provided by you, for example if access arrangements require us to be aware of mobility needs or health-related considerations for safe delivery.

We do not seek to collect unnecessary personal data. If you provide information about other people, such as a landlord, tenant, family member, or office contact, you should ensure that you have permission to do so where appropriate.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and confirm bookings.
To plan and carry out removals, deliveries, loading, and unloading.
To communicate with you about service changes, arrival times, access requirements, and completion details.
To process payments, issue invoices, and maintain financial records.
To respond to questions, feedback, or complaints.
To maintain service quality, staff training, and internal records.
To prevent fraud, misuse, or unauthorised access to our services.
To comply with legal, tax, accounting, insurance, and regulatory obligations.

We do not use personal data for automated decision-making that produces legal or similarly significant effects. If this position changes in the future, we will update this policy and ensure appropriate safeguards are in place.

4. Lawful Basis for Processing

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

Contract - processing is necessary to perform our agreement with you or to take steps at your request before entering into a contract, such as providing a quote or arranging a booking.
Legal obligation - processing is necessary for compliance with statutory duties, including tax, accounting, record-keeping, and other legal requirements.
Legitimate interests - processing is necessary for our legitimate business interests, such as running and improving our services, maintaining security, handling enquiries, and preventing misuse, provided these interests do not override your rights and freedoms.
Consent - in limited situations, we may rely on your consent, for example where we need to use optional information beyond what is necessary. You can withdraw consent at any time where it is the basis for processing.
Vital interests - in rare situations, we may process data to protect someone’s life or physical safety.

Where we process special category data, we will only do so if an additional condition under data protection law applies, such as explicit consent or necessity for legal claims, substantial public interest, or protecting vital interests.

5. Sharing Personal Data and Processors

We may share personal data only when necessary and only with trusted third parties who help us deliver our services or meet our obligations. These parties may act as processors or independent controllers depending on the circumstances. Processors are required to handle personal data only on our instructions and to protect it appropriately.

Examples of processors or service providers may include:

Payment processors for secure handling of card or electronic payments.
Accounting and bookkeeping providers for invoicing, tax, and financial record management.
IT, hosting, and software providers that support email, record storage, booking systems, or customer management tools.
Communications providers that help us send service updates or receive enquiries.
Insurance providers where information is required for claims or risk management.
Professional advisers such as lawyers, auditors, or consultants when necessary.

We may also share data where required by law, to comply with court orders or lawful requests from public authorities, or to establish, exercise, or defend legal claims. We do not sell your personal data.

6. Retention of Personal Data

We retain personal data only for as long as necessary for the purpose for which it was collected, and to satisfy legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the purpose of processing.

Booking and service records are generally retained for as long as needed to manage the service and handle any follow-up issues.
Financial and tax records are usually kept for the period required by law.
Correspondence and complaint records may be retained for a reasonable period to demonstrate how we managed queries or disputes.
Health, access, or special instruction notes are kept only for the time necessary to complete the service safely and may be deleted or anonymised afterwards unless a longer period is required.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited sharing of information on a need-to-know basis.

While we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations, including notifying the relevant authority and affected individuals where required.

8. Your Rights Under Data Protection Law

You have a number of rights regarding your personal data. These rights apply subject to the conditions and exemptions set out in data protection law.

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete information.
Right to erasure - you may ask us to delete your data in certain circumstances.
Right to restriction - you may ask us to limit how we use your data in certain situations.
Right to data portability - you may request your data in a structured, commonly used, machine-readable format where applicable.
Right to object - you may object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent - where processing relies on consent, you may withdraw it at any time.

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

9. Children’s Data

Our services are generally intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is unavoidably included in service arrangements, such as family household moves. Where such data is processed, it is handled only as necessary and with appropriate care.

10. International Transfers

In some cases, personal data may be processed by service providers located outside the UK. If this happens, we will ensure that suitable safeguards are in place so that your data remains protected to a standard equivalent to that required under UK data protection law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal obligations, or technology. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Westharrow is committed to respecting your privacy and protecting your personal data. We collect only what we need, use it for clear and lawful purposes, share it only with appropriate processors or when legally required, and keep it only for as long as necessary. We also recognise your rights and will act fairly and transparently in response to any request. This policy applies to all customers in the Westharrow area who use our services.

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