Privacy Policy - Man With Van Seven Sisters

This Privacy Policy explains how Man With Van Seven Sisters collects, uses, stores, shares, and protects personal data. It applies to all customers of Man With Van Seven Sisters in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and van services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is relevant and necessary for providing our services, managing our business, meeting our legal obligations, and improving the customer experience.

1. Personal data we collect

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

Identity data such as your name, title, and any business or account name you provide.
Contact data such as your address, email address, telephone number, and moving addresses.
Booking and service data such as service dates, property access details, inventory notes, special handling instructions, and job history.
Payment data such as payment status, billing details, and transaction records. We do not keep card details unless necessary through a secure payment provider.
Communication data including messages, emails, call notes, complaints, feedback, and enquiry records.
Technical data where relevant, such as IP address, device information, and basic website usage data if you interact with digital tools connected to our services.
Operational data such as quotes, estimates, scheduling information, and records needed to deliver moving services safely and efficiently.

In some cases, you may choose to provide special category data or other sensitive information, for example if access arrangements or health-related concerns affect the move. We do not seek this type of data unless it is necessary, and we ask that you only share it where it is relevant to the service. If such data is processed, we do so only with appropriate safeguards and where a lawful basis applies.

2. How we use personal data

We use your personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, confirm, and deliver moving and van services;
to communicate with you about your booking, schedule changes, and service updates;
to process payments, invoices, and refunds where applicable;
to manage customer service issues, complaints, and claims;
to maintain business records, safety records, and operational logs;
to comply with legal, regulatory, tax, and insurance obligations;
to improve our services, processes, and customer experience;
to protect our business from fraud, misuse, or security incidents.

We only use personal data for the purpose for which it was collected, unless we reasonably consider that another compatible purpose applies or that we are required to use it for legal reasons.

3. Lawful basis for processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the context, the lawful basis may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling booking details, service arrangements, moving addresses, and payment-related information needed to complete a job.

Legal obligation

We may process and retain certain information where required to comply with legal obligations, including tax records, accounting requirements, insurance documentation, and record-keeping obligations.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing our customer relationships, maintaining service records, preventing fraud, and improving our operations. We always balance our interests against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain marketing messages or where additional optional data is collected for a specific purpose. Where consent is used, you can withdraw it at any time.

Vital interests and public task

These lawful bases are unlikely to apply in most routine moving-service situations. If they ever do, we will only process data where necessary and in line with the law.

4. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the purpose of processing.

Customer enquiry records may be kept for a reasonable period to respond to follow-up questions and manage future bookings.
Booking and service records are generally retained for the duration of the service relationship and for a further period where needed for dispute resolution, audit, or legal claims.
Financial and tax records are retained in line with applicable statutory retention periods.
Complaint and claims records may be retained for longer if required to handle disputes, insurance matters, or legal proceedings.

When personal data is no longer needed, we will securely delete it, anonymise it, or archive it where appropriate. We do not keep data indefinitely.

5. Processors and data sharing

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors are only allowed to use your data according to our instructions and must implement appropriate security measures.

Examples of processors may include:

payment service providers for secure payment processing;
accounting and bookkeeping providers for financial administration;
IT and cloud storage providers for data hosting, backup, and system maintenance;
email, messaging, and communications tools used to manage customer correspondence;
insurance providers, legal advisers, or claims handlers where necessary to handle incidents or disputes;
subcontracted service partners involved in delivering a booked moving service, where operationally required.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, property, or safety of our business, customers, staff, or others. We do not sell personal data.

6. International transfers

Where a processor stores or accesses personal data outside the UK, we will take appropriate steps to protect that data. This may include using approved contractual safeguards and ensuring that the destination country offers an adequate level of protection or that other lawful transfer mechanisms are in place.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff training, and restricted data access on a need-to-know basis.

Although we take data security seriously, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information that is necessary and to notify us promptly if they believe their data has been compromised in connection with our services.

8. 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 legal basis for processing:

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 data.
Right to erasure - you can ask us to delete your data in certain situations.
Right to restriction - you can ask us to limit how we use your data in certain cases.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any concerns directly and promptly.

9. Marketing preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. Operational messages related to a booking or service are not marketing and may still be sent where necessary to complete the service or meet legal obligations.

10. Children’s data

Our services are not intended for children acting on their own. We do not knowingly collect personal data from children unless it is provided by an adult customer and is necessary for the booking or delivery of a service. Where children’s details are relevant, we expect the adult customer to ensure that the information is shared appropriately and lawfully.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated 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 personal data is handled.

12. Scope of this policy

This policy applies to all Man With Van Seven Sisters customers in the area and covers personal data collected in connection with quotations, bookings, removals, transport, delivery support, and related customer communications. By using our services, you confirm that you have read and understood this policy and that you are aware of how we process personal data in a lawful and responsible manner.

In summary, we only collect data that is necessary, we process it on a valid lawful basis, we retain it for limited periods, we use trusted processors where needed, and we respect your rights as a data subject. Your privacy matters to us, and we are committed to protecting it at every stage of our service.