Privacy Policy - Man With Van Blackfen

This Privacy Policy explains how Man With Van Blackfen collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Blackfen customers in the area, including individuals and businesses who request a quote, make a booking, communicate with us, or otherwise use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Blackfen acts as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used. We only process personal data where we have a valid legal basis and only for purposes that are necessary for the delivery and management of our services.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us. The information we collect may include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information such as move dates, locations, access details, property type, item descriptions, and any special instructions.
Payment and billing information such as transaction records and invoice details.
Communication records including emails, messages, quotes, complaint details, and notes from phone calls.
Technical data such as basic website or device information if you interact with our online forms or digital systems.
Verification information if needed to confirm identity, prevent fraud, or manage disputes.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service issue, for example access or health-related information that affects the safe delivery of services. If such information is provided, we will process it only where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and arrange bookings.
To plan and deliver moving and transport services.
To communicate with customers before, during, and after a job.
To manage payments, invoices, and account-related matters.
To handle complaints, claims, and customer support requests.
To keep accurate business and service records.
To maintain safety, security, and service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To protect against fraud, misuse, or unlawful activity.

We only use data where necessary and proportionate to the service being provided.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

4.1 Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and managing payments.

4.2 Legitimate Interests

We may process personal data where it is in our legitimate interests and those interests are not overridden by your rights and freedoms. This may include maintaining service records, improving operations, preventing fraud, responding to customer enquiries, and ensuring the security of our services.

4.3 Legal Obligation

We process certain information to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

4.4 Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information beyond what is required for a service. When we rely on consent, you can withdraw it at any time.

We do not sell personal data.

5. How We Collect Data

We collect data directly from you when you:

Request a quote or make a booking.
Communicate with us by phone, email, or message.
Provide information during service delivery.
Submit a complaint, enquiry, or feedback.
Make a payment or receive an invoice.

We may also receive information from third parties where necessary to perform services, such as property access details from a customer’s representative, or confirmation details from business partners involved in the booking.

6. Data Sharing and Processors

We may share personal data with trusted third-party service providers, also known as processors, who act on our instructions and under written agreements. These processors only process data for specified purposes and are required to keep it secure and confidential.

Examples of processors may include:

Payment processors for handling transactions.
Accounting providers for bookkeeping and tax administration.
IT and cloud service providers for secure storage, communications, and data management.
Communication tools used for booking confirmations, reminders, or customer support.
Insurance or legal advisers where required for claims or compliance matters.

We may also disclose personal data if required by law, court order, or lawful request from a public authority. Any sharing is limited to what is necessary for the relevant purpose.

7. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to keep your information protected to a standard consistent with UK data protection law.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of the transaction.

In general:

Booking and service records are kept for a period needed to manage the service, queries, and any follow-up issues.
Financial and tax-related records are kept for the legally required period.
Complaint, dispute, or claim records may be retained for longer where necessary to defend or establish legal rights.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

9. Data Security

We use 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 limited access on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to protect your information.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain legal conditions and exceptions. They 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 restriction to limit how we use your data in certain situations.
The right to data portability to receive data you provided in a structured, commonly used format, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will respond in line with applicable law and within the required time limits.

11. Cookies and Similar Technologies

If our online systems use cookies or similar technologies, they are used only to support basic functionality, improve performance, or understand how services are used. Where consent is required, you will be given the relevant choice. You can manage cookie preferences through your browser settings.

12. Complaints and Supervisory Authority

If you have concerns about how we handle personal data, we encourage you to raise them so we can review and address the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.

13. 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 handling practices. Any updated version will apply from the date it is published or otherwise communicated.

14. Summary of Our Approach

Man With Van Blackfen processes personal data only where needed to provide reliable services, manage bookings, meet legal obligations, and support customer care. We use lawful bases under UK GDPR, retain data for appropriate periods, work with vetted processors, and respect your rights over your personal information. This policy applies to all Man With Van Blackfen customers in the area and is designed to ensure transparency, security, and accountability in everything we do.