Privacy Policy - Man With Van Eastham

This Privacy Policy explains how Man With Van Eastham collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Eastham customers in the area, including individuals who enquire about our services, request a quotation, make a booking, receive a service, or otherwise interact with us. We are committed to handling personal information lawfully, fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Eastham provides removal and transport services for customers in and around Eastham. In the course of offering our services, we may need to collect and process personal information relating to customers, household members, business contacts, and other relevant individuals. This Policy applies regardless of the channel used to contact us, whether by phone, email, online enquiry form, messaging service, or direct communication during the booking and service process.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal or contractual obligations. The type of information we may collect includes:

Identity details such as your name and, where needed, the names of other people involved in the booking.
Contact details such as address, telephone number, and email address.
Service information such as pickup and delivery addresses, property access details, moving requirements, item lists, preferred dates, and instructions.
Payment and billing information such as payment status, invoice details, and transaction records.
Communication records including enquiries, complaints, feedback, and notes from conversations.
Technical or usage data if you contact us through digital channels, such as limited device or browser information collected for security and service administration.

We do not seek to collect special category data unless it is necessary and you choose to provide it, for example where a customer voluntarily shares accessibility needs or other relevant information to help us deliver the service safely.

3. How We Collect Your Data

We may collect personal information directly from you when you make an enquiry, request a quote, confirm a booking, communicate with us, or provide information during a move. We may also receive data from third parties where necessary to complete a service, such as from landlords, agents, business representatives, payment providers, or authorised persons acting on your behalf. In some cases, we may collect data automatically from messages, emails, or system logs used for operational and security purposes.

4. How We Use Your Data

We use personal data only where it is appropriate and lawful to do so. Typical uses include:

providing quotations and managing bookings;
planning and carrying out removal or transport services;
communicating with you about your booking or service requirements;
processing payments, issuing invoices, and maintaining accounts;
handling complaints, queries, and customer support requests;
maintaining business records and service quality;
protecting against fraud, misuse, or security incidents;
meeting legal, tax, accounting, and insurance obligations.

We do not sell personal data. We also do not use personal data for unrelated purposes that are incompatible with the reason it was collected.

5. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis to process personal data. Depending on the circumstances, 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 a quote, confirming a booking, delivering moving services, and handling related administration.

Legitimate Interests

We may process personal data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights and freedoms. This may include managing bookings, improving our services, maintaining records, responding to enquiries, and protecting our business from fraud or misuse. We always consider the impact on your privacy before relying on this basis.

Legal Obligation

We process personal data where necessary to comply with legal requirements, such as tax, accounting, insurance, and record-keeping obligations.

Consent

In limited situations, we may rely on your consent, for example if we need permission to use certain optional information. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing Your Data and Processors

We may share personal data only when necessary and only with parties that support the delivery of our services or our legal compliance. These may include:

Payment processors that handle transactions securely.
IT and hosting providers that support communication, record keeping, and system security.
Accountancy and tax service providers that assist with financial administration.
Insurance providers where required for claims or risk management.
Professional advisers such as lawyers or auditors, where necessary.
Subcontractors or operational partners who help deliver the service, where applicable.

Where we use third-party processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We do not allow processors to use your data for their own independent purposes. We may also disclose information if required by law, court order, regulatory request, or to prevent unlawful activity.

7. International Transfers

Where personal data is transferred outside the UK, we take appropriate steps to ensure it remains protected. This may include using adequacy regulations, approved contractual safeguards, or other lawful transfer mechanisms as required by data protection law.

8. 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, and reporting requirements. Retention periods may vary depending on the type of data and the reason it is held. In general, we may retain:

booking and service records for a reasonable period after completion of the job;
financial and invoicing records for the period required by tax and accounting law;
communication records for as long as needed to resolve disputes or support service history;
security-related records for a limited period unless needed for an investigation.

When personal data is no longer needed, we will delete it, anonymise it, or securely archive it where appropriate. Retention is always limited to what is necessary, and we review stored information periodically to ensure we do not keep it longer than required.

9. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and restricted sharing on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection based on the nature of the data and the risks involved.

10. 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 used. They include:

Right of access - you can request confirmation of whether we process your data and receive a copy of it.
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 restrict processing - you can ask us to limit how we use your data in some cases.
Right to object - you can object to processing based on legitimate interests.
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 may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner's Office if you believe your data has been handled improperly. Exercising your rights will not usually affect the quality of service we provide, though some requests may limit what we are able to do for you if information is essential for the service or required by law.

11. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for the provision of the service.

12. 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 updates will apply from the date they are published or otherwise communicated. We encourage customers to review this Policy periodically to stay informed about how their information is handled.

By using the services of Man With Van Eastham, you acknowledge that your personal data may be processed as described in this Privacy Policy. We are committed to respecting your privacy and keeping your information safe, fair, and lawful at every stage of our service relationship.