Privacy Policy - Man With Van Enfieldwash

This Privacy Policy explains how Man With Van Enfieldwash collects, uses, stores, shares, and protects personal data when providing moving, packing, loading, unloading, and related transport services. It applies to all Man With Van Enfieldwash customers in the area, including individuals, households, landlords, tenants, and businesses that use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand your rights and how your information is processed.

1. Who We Are

Man With Van Enfieldwash acts as the data controller for personal data collected in connection with our services. This means we determine the purposes and means of processing your personal information when you request a quote, make a booking, communicate with us, or receive a service from us.

Where we use third parties to assist us in delivering services, they may act as data processors or independent controllers depending on the nature of their role.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The categories of data we may collect include:

Identity information such as your name, title, and any business or household name you provide.
Contact details such as telephone number, email address, and service address.
Booking and service information including move dates, property access details, inventory notes, volume of items, and special handling instructions.
Payment and billing information such as transaction records, invoices, and payment status.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical information that may be collected through our systems, such as IP address, device type, and log data where applicable.
Verification details where needed for security, fraud prevention, or to confirm booking legitimacy.

We do not intentionally collect special category data unless it is necessary and you choose to share it with us, for example if it relates to access needs. If you provide such information, we will process it only where a lawful basis applies and additional safeguards are in place.

3. How We Use Your Data

We use personal data to deliver our services and to operate our business efficiently. Common purposes include:

Providing quotes and confirming bookings.
Planning, scheduling, and completing moves.
Communicating about arrival times, access requirements, and service changes.
Processing payments and issuing invoices or receipts.
Handling complaints, disputes, and customer support requests.
Maintaining business records and improving service quality.
Meeting legal, tax, accounting, and regulatory obligations.
Preventing fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we inform you and have a lawful basis to do so.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the activity, the lawful bases we rely on may include:

Contract – processing is necessary to enter into or perform our service agreement with you, such as managing your booking, completing your move, and issuing invoices.
Legal obligation – processing is necessary for compliance with tax, accounting, insurance, or other legal requirements.
Legitimate interests – processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, record keeping, fraud prevention, and internal business improvement.
Consent – where required, we may rely on your consent, for example for specific optional communications or for processing certain sensitive information you voluntarily provide.

Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, meet legal duties, or protect our legitimate interests. These third parties may include:

Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that support invoicing, tax compliance, and financial records.
IT and hosting providers that maintain our systems, data storage, and security tools.
Professional advisers such as insurers, legal advisers, and auditors.
Subcontractors or partner operators who assist with parts of a move, subject to appropriate contractual controls.
Public authorities where disclosure is required by law or necessary to respond to lawful requests.

Where a third party processes personal data on our behalf, they act as a processor and are required to follow our instructions, protect your data, and use it only for the purposes we specify. We take steps to ensure processors provide sufficient guarantees regarding confidentiality, security, and compliance.

If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms.

6. Data Retention

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

Booking and service records are usually retained for a reasonable period to manage follow-up queries, disputes, and business records.
Financial and tax records are retained for the period required by law.
Communication records may be retained to support customer service, complaint handling, and evidence of agreements.
Security and technical logs are kept only for as long as needed for operational and security purposes.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to those who need it for their role.

No system is completely secure, but we work to maintain appropriate safeguards that reflect the nature of the data we handle and the risks involved.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may not always apply in every situation, but where they do, we will respond within the required time frame and in accordance with the law.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you may request deletion of your personal data.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK data protection supervisory authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve the matter promptly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided as part of a household service. If we become aware that we have collected data from a child without appropriate authorisation or legal basis, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. Summary of Our Commitment

Man With Van Enfieldwash respects your privacy and is committed to lawful, transparent, and secure processing of personal data. We collect only what we need, use it for clear and legitimate purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law. We also uphold your rights and aim to handle all personal information responsibly and fairly.