Privacy Policy - Man And Van Edgware

This Privacy Policy explains how Man And Van Edgware collects, uses, stores, shares, and protects personal data when providing moving, transport, packing, loading, unloading, and related services. It applies to all Man And Van Edgware customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We only collect personal data that is necessary for arranging, delivering, managing, and improving our services. The types of information we may collect include:

Identity data: full name, title, and any details needed to confirm who is requesting the service.
Contact data: address, email address, telephone number, and any alternative contact method provided by you.
Service details: collection and delivery addresses, moving date, inventory information, access requirements, and instructions related to the move.
Billing and payment data: invoicing details, payment confirmation, and records needed for accounting and tax purposes.
Communication data: messages, calls, quotations, complaints, feedback, and records of any requests you make.
Technical data: limited website or device information if you interact with our digital systems, such as IP address or browser information, where applicable.
Special category data: we do not ordinarily seek special category data. If you voluntarily provide information that reveals sensitive details, we will only process it when permitted by law and necessary for the service.

We generally collect data directly from you when you request a quote, book a service, communicate with us, or provide information during the moving process. In some cases, we may receive information from third parties, such as landlords, estate agents, building managers, or business representatives, where they are arranging services on your behalf or where it is necessary to complete the job.

2. How We Use Your Data

We use personal data only for legitimate business and service-related purposes. These may include:

providing quotations and confirming bookings;
planning, managing, and completing moves and transport services;
communicating with you before, during, and after the service;
processing payments, refunds, and invoices;
responding to questions, complaints, or claims;
keeping records for administrative, operational, and legal purposes;
maintaining service quality, training, and internal auditing;
meeting legal and regulatory obligations;
protecting our business, staff, and customers from fraud, misuse, or unlawful activity.

We do not use your data for unrelated purposes unless we have a valid legal basis or your consent where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of personal data processing. The main lawful bases we rely on are:

Performance of a Contract

We process personal data when it is necessary to provide a quote, accept a booking, complete a move, manage payment, or fulfil our obligations under a service agreement. This is the primary basis for most customer-related processing.

Legal Obligation

We may process and retain certain data where required by law, including tax, accounting, insurance, and record-keeping obligations. This may include invoice records, payment information, and documents needed to comply with statutory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that your interests and rights do not override those interests. Examples include improving our services, managing operations, preventing fraud, maintaining service records, and resolving disputes. When relying on legitimate interests, we assess the impact on your privacy and use safeguards to minimise risk.

Consent

In limited situations, we may rely on your consent, for example if you agree to receive optional marketing communications or to share information not otherwise required for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer period is required or permitted by law. Retention periods may vary depending on the nature of the data and our legal obligations.

Service records are generally retained for a reasonable period to manage customer support, disputes, and internal records.
Financial and tax records are kept for the period required by applicable law.
Correspondence may be retained for as long as needed to evidence instructions, resolve complaints, or maintain business records.
Marketing preferences are retained until you opt out or request deletion where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so it can no longer be linked to an identifiable person.

5. Processors and Sharing of Data

We may share personal data with trusted third-party service providers, commonly known as processors, where they assist us in operating our business and delivering services. These processors only act on our instructions and are required to protect your data appropriately.

Processors may include:

payment providers that handle card or online transactions;
accounting and bookkeeping services that support invoicing and financial records;
IT and cloud storage providers that help us store and manage information securely;
communication tools used for sending messages, confirmations, or service updates;
professional advisers, such as lawyers, insurers, or auditors, where necessary;
subcontractors or operational partners involved in delivering part of the service, where relevant and required.

We may also disclose data where required by law, to respond to lawful requests from public authorities, or to protect our rights, property, staff, customers, or the public. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected. This may include the use of approved transfer mechanisms and safeguards required under data protection law.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. 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 100% secure, we take data protection seriously and regularly review our processes to reduce risk.

8. Your Rights

Depending on the circumstances and applicable law, you have several rights regarding your personal data:

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

We will respond to valid requests within the time limits required by law. In some cases, we may need to verify your identity before acting on a request. Certain rights may not apply in every situation, particularly where we must retain information to comply with legal obligations or defend legal claims.

9. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally provided as part of a household move and only where necessary for service delivery. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or communicated, as appropriate. We encourage customers to review this policy periodically to stay informed about how their data is handled.

11. Summary of Our Commitment

We aim to process personal data lawfully, fairly, and securely, and only for clear purposes connected to our moving services. We respect the privacy of every customer using Man And Van Edgware in the area and take our responsibilities under data protection law seriously. If you use our services, your information will be handled with care, limited to what is necessary, and retained only for as long as required.

By engaging our services, you acknowledge that this Privacy Policy applies to you and explains how your personal data is handled.