Privacy Policy - Man With Van Stmargarets

This Privacy Policy explains how Man With Van Stmargarets collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With Van Stmargarets customers in the area, including prospective customers, booking enquiries, and anyone whose information is provided to arrange or manage a service.

We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect personal data that is relevant and necessary for operating our services and meeting legal, contractual, and legitimate business requirements.

1. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name and, where relevant, company name.
Contact details such as address, email address, and telephone number.
Booking and service information including collection and delivery addresses, move dates, property access details, item descriptions, and special handling instructions.
Payment and invoicing information such as payment status, billing records, and transaction references. We do not store unnecessary payment data beyond what is required for accounting and administration.
Communication records including messages, call notes, complaint details, and correspondence related to your booking or service.
Technical and usage information if you interact with our digital systems, such as basic device or browser data, where needed for security and performance.
Special instructions that may relate to access arrangements, fragile items, or delivery preferences.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a specific service issue. If such data is ever provided, it will be handled with additional care and only where we have a lawful basis to do so.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and deliver moving and transport services.
To communicate booking updates, arrival times, and service changes.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, claims, and customer support requests.
To improve our operations, service quality, and internal record-keeping.
To comply with legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, and security incidents.

We only use your personal data in ways that are compatible with the purposes for which it was collected. If we need to use it for a new purpose, we will ensure that a lawful basis applies and, where required, we will inform you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Man With Van Stmargarets relies on the following bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing bookings, providing quotations, arranging collections and deliveries, and completing moving services.

Legal Obligation

We process certain data to meet legal obligations, including tax, accounting, insurance, safety, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, administrative management, fraud prevention, and protecting our business and customers.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties that assist us in running our business. These may act as processors or, in some cases, as separate controllers. We require all processors to protect your information and only use it according to our instructions.

Processors and service providers may include:

Accounting and bookkeeping providers used for financial administration and tax compliance.
IT and cloud service providers used for secure data storage, email, and business systems.
Payment service providers used to process transactions safely.
Customer communication tools used to manage bookings and service correspondence.
Insurance and claims handlers where required to assess or manage a claim.
Professional advisers such as legal or tax advisers where necessary.

We may also disclose personal data if required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, customers, or others.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records are retained for a period needed to manage customer relationships, resolve disputes, and support service history.
Financial and tax records are retained in line with legal and accounting obligations.
Complaint and claim records may be retained for a longer period where needed to defend legal rights or address insurance matters.
General correspondence is kept only as long as reasonably necessary for administration and customer service.

When data is no longer required, we will securely delete, anonymise, or archive it in a manner appropriate to the sensitivity of the information.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and procedural safeguards. While no system can be guaranteed 100% secure, we take data protection seriously and review our practices periodically.

7. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis relied upon.

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 information.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how your data is used in certain circumstances.
Right to object – you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability – you can request a copy of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

We may need to verify your identity before responding to a request. Some rights may be limited where legal obligations or the rights of others apply.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to a service request and necessary for legitimate service administration.

9. International Transfers

If any personal data is transferred outside the UK, we will take steps to ensure it is protected to an adequate standard and handled in accordance with applicable data protection requirements. This may include using approved safeguards and contractual protections with service providers.

10. 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 is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Key Principles

Man With Van Stmargarets processes personal data only where there is a valid lawful basis, limits collection to what is necessary, shares information only with appropriate processors or where required by law, and retains records for no longer than needed. We respect your privacy rights and aim to handle all data with care, security, and transparency.

This Privacy Policy applies to all Man With Van Stmargarets customers in the area.