Privacy Policy - Man With Van Preston

This Privacy Policy explains how Man With Van Preston collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Preston customers in the area, including people who request quotes, book services, receive moving support, or otherwise interact with our business. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone whose personal data we process in connection with our removal and transport services. This includes current and prospective customers, household members, business clients, authorised representatives, and individuals whose details are provided to us as part of a booking or service request.

We only collect and use data that is necessary for operating our services, meeting legal obligations, and improving the customer experience. We aim to keep the information we hold accurate, secure, and limited to what is required.

2. Data we collect

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

Identity data such as your name and, where relevant, business name or title.
Contact data such as telephone number, email address, and service address.
Booking and service data such as move dates, collection and delivery locations, item descriptions, access details, and special handling requirements.
Payment data such as payment status, invoice details, and transaction references. We do not store card details unless strictly necessary and lawful.
Communication data such as enquiries, complaints, feedback, and correspondence.
Technical data such as basic website or device information if you interact with our digital services.
Operational data such as records relating to quotes, service completion, and customer support.

We may also receive information from third parties where necessary to provide the service, for example from a customer who books on behalf of another person, or from business partners involved in fulfilling an order.

3. How we use your data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange, manage, and complete removal and transport services;
to contact you about bookings, timing, access, and service updates;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and customer support requests;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to improve service quality, planning, and operational efficiency;
to maintain internal records and manage business administration.

We do not use personal data for unrelated purposes without first ensuring there is a lawful basis to do so.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, we rely on one or more of the following:

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 service, and managing payment and service administration.

Legal obligation

We process certain information to comply with legal requirements, including tax, accounting, and record-keeping rules, and to respond to lawful requests from authorities where required.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, operational planning, fraud prevention, internal administration, and maintaining secure business records.

Consent

In limited situations, we may rely on your consent, for example where additional optional communication is requested and consent is the appropriate basis. Where consent is used, you may withdraw it at any time.

5. Data sharing and processors

We may share personal data with trusted third parties who act as data processors on our behalf. These processors only handle data under our instructions and are required to protect it appropriately. Examples may include:

IT and cloud service providers;
email, communications, and scheduling systems;
accounting, invoicing, and bookkeeping providers;
payment service providers;
customer management or record-keeping platforms;
professional advisers such as accountants or legal advisers where necessary.

We may also disclose data where required by law, by court order, or to protect our legal rights, property, staff, customers, or the public. Where third parties act as independent controllers rather than processors, they are responsible for their own privacy practices.

Man With Van Preston does not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for holding it.

Quotation and enquiry records are kept for a reasonable period to manage follow-up, service history, and business records.
Booking and service records are retained for operational and contractual purposes and to handle any post-service issues.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint or claim records may be held longer where necessary to resolve disputes or meet legal obligations.

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 technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of records. While we take reasonable steps to safeguard information, no system can be guaranteed completely secure.

8. Your rights

As a data subject, you have rights under data protection law. Subject to applicable legal conditions, these 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of data you provided in a structured format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before acting on a request. In some cases, we may be unable to comply fully where retention is required by law or where other legal grounds apply.

9. Complaints and your right to object

If you are unhappy with how your personal data has been handled, you have the right to raise a complaint with the UK data protection authority. You may also object to certain processing activities, particularly where we rely on legitimate interests. We will review any objection carefully and stop processing where required, unless we can demonstrate compelling legal grounds to continue.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically to stay informed about how we protect personal information.

Man With Van Preston is committed to respecting your privacy and processing your data responsibly. Our goal is to keep our practices transparent, necessary, and proportionate while providing reliable moving services across the area.