Privacy Policy - Man With Van Emersonpark

Man With Van Emersonpark is committed to protecting the privacy and personal data of all customers in the Emersonpark area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Emersonpark customers in area, including anyone who requests, books, receives, or enquires about our moving and transport services.

1. Who We Are

Man With Van Emersonpark provides removals, delivery, collection, and related transport services. In doing so, we act as a data controller for the personal data we collect and use about our customers, prospective customers, and other individuals connected to our services. This means we decide why and how your personal information is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and, where needed, company name.
Contact details such as address, email address, and telephone number.
Service details such as the pickup and delivery locations, moving dates, item descriptions, and access information.
Payment information such as billing records and transaction references. We do not keep unnecessary payment card details if they are processed securely by a third-party payment provider.
Communication records including enquiries, quotes, complaints, and service-related correspondence.
Technical information where applicable, such as basic device or browser data if you interact with us online.
Special category data only if you choose to provide it and it is necessary for a specific service request, for example access requirements linked to health or mobility needs. We will only process this where permitted by law.

We generally collect personal data directly from you. In some cases, information may be provided by a third party acting on your behalf, such as a family member, employer, landlord, or payment administrator.

3. How We Use Your Data

We use personal data for legitimate business and service purposes, including:

providing quotes and confirming bookings;
planning and carrying out transport and removal services;
communicating with you about your booking, schedule, or service changes;
handling payments, invoices, and accounting;
responding to complaints, claims, or support requests;
meeting legal, regulatory, and insurance requirements;
maintaining service records and improving our operations;
protecting against fraud, misuse, or unlawful activity.

We will only use your personal data where we have a lawful reason to do so and will not use it in a way that is incompatible with the original purpose of collection.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each type of processing. Man With Van Emersonpark may process personal data on the following bases:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, and delivering services.

Legal Obligation

We may process data where required to comply with legal or regulatory duties, including tax records, insurance matters, and record-keeping obligations.

Legitimate Interests

We may rely on legitimate interests where it is reasonable and proportionate to do so, and where your rights do not override those interests. Examples include managing our business, improving services, preventing fraud, and maintaining internal administration. When we rely on this basis, we consider the impact on your privacy and take steps to minimise any risk.

Consent

In limited situations, we may ask for your consent, particularly where processing involves optional marketing or the use of certain special category data. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Information

We do not sell personal data. However, we may share information where necessary with trusted third parties that support our operations. These may include:

Payment providers for secure processing of transactions;
Accounting or bookkeeping processors that help us manage invoices and financial records;
IT and cloud service providers that store or support our business systems;
Subcontractors or delivery partners assisting with booked services;
Professional advisers such as insurers, auditors, or legal advisers;
Regulators, law enforcement, or public authorities where disclosure is required by law.

Where we use third parties to process personal data on our behalf, they act as processors. We ensure that appropriate contractual safeguards are in place so that your data is handled securely and only according to our instructions.

6. Processors and Data Security

Any processor engaged by Man With Van Emersonpark must provide sufficient guarantees regarding security, confidentiality, and compliance with data protection law. Processors may only process personal data for the purposes we specify. They are not permitted to use your data for their own independent purposes.

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we work to reduce risks to a reasonable and appropriate level.

7. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required under applicable data protection law.

8. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason it is held.

Customer and booking records are generally kept for a period needed to manage the service and address any follow-up issues.
Financial and tax records are kept for the period required by law.
Complaint or claims information may be retained longer where needed to resolve disputes or meet insurance obligations.
Enquiry data that does not lead to a booking is kept only for a limited period unless a longer period is justified.

When personal data is no longer required, we will securely delete, destroy, or anonymise it. We do not retain data indefinitely.

9. Your Rights

Under the UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits, these include:

The right of access to request a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances, also known as the right to be forgotten;
The right to restrict processing where you want us to limit how your data is used;
The right to object to processing based on legitimate interests or direct marketing;
The right to data portability in certain cases, allowing you to receive data in a structured format;
The right to withdraw consent where processing is based on consent;
The right to complain to the Information Commissioner’s Office if you believe your rights have been infringed.

We will respond to rights requests within the time limits required by law. Some rights may not apply in every situation, especially where we must retain data for legal reasons or where another exemption applies.

10. Data from Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and appropriate legal basis exists. If we become aware that we have collected child-related data without a valid reason, we will take steps to delete it promptly.

11. Marketing

We may send service-related communications that are necessary for bookings, quotations, or customer support. We will only send marketing messages where permitted by law and, where required, with your consent. You may opt out of marketing at any time. Choosing not to receive marketing will not affect the services we provide to you.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it becomes effective. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Man With Van Emersonpark respects your privacy and processes personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and apply appropriate safeguards when sharing it with processors or other trusted third parties. Our aim is to protect the personal information of every customer in the Emersonpark area while delivering a reliable and professional service.

By using our services, you acknowledge that this Privacy Policy applies to all Man With Van Emersonpark customers in area.