Privacy Policy - Man With Van Westealing

This Privacy Policy explains how Man With Van Westealing collects, uses, stores, shares, and protects personal data when providing moving, delivery, removal, and related services. It applies to all Man With Van Westealing customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Westealing acts as a data controller when we determine the purposes and means of processing personal data in connection with our services, quotations, bookings, and customer support. In some circumstances, we may also act as a data processor when handling information on behalf of a client, for example when a business customer instructs us to move records or items containing personal data.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision, management, and administration of our services. The categories of data we may collect include:

Identity data such as name, surname, and title.
Contact data such as address, email address, and phone number.
Service data such as collection and delivery addresses, property access details, moving dates, inventory notes, and special handling requirements.
Payment data such as billing details, transaction records, and payment status. We do not store full card details where card payments are handled by payment providers.
Communication data such as emails, messages, call notes, and complaint records.
Technical data such as IP address, device information, and usage data if you interact with our digital systems.
Vehicle and logistics data such as route information, parking notes, and delivery instructions.

We may also receive personal data from third parties where necessary to complete a service, such as property managers, tenants, landlords, estate agents, business clients, or payment service providers. Where we are asked to move items that include documents or other personal information, we will handle them with appropriate care and confidentiality.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, assess moving requirements, and confirm bookings.
To plan and deliver removal, delivery, and transport services.
To communicate with customers about schedules, access arrangements, delays, and service updates.
To process payments, issue invoices, and maintain financial records.
To deal with enquiries, complaints, claims, and customer support requests.
To maintain operational records, improve service quality, and train staff.
To comply with legal obligations, including tax, accounting, insurance, and record-keeping duties.
To protect our business, customers, and staff from fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the original reason for collection unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotations, confirming bookings, arranging collections, and delivering services.

Legal obligation

We process certain information to meet legal requirements, including accounting, tax compliance, insurance obligations, and record retention duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, maintaining security, and handling customer service communications.

Consent

In limited cases, we may rely on your consent, for example for certain optional marketing activities or specific uses of information not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, tax, insurance, and operational requirements. Retention periods may vary depending on the type of information and the nature of the service.

Quotation and booking records are generally kept for a reasonable period to manage enquiries, disputes, and repeat bookings.
Financial and accounting records are retained for the period required by law.
Customer communications and complaints may be retained to resolve issues and maintain service records.
Operational and service logs are retained only as long as necessary for business and legal purposes.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, meet legal obligations, or run our business efficiently. These third parties may act as processors or, in some cases, as independent controllers.

Examples of processors and service providers may include:

Payment processors that handle secure payment transactions.
Accounting and bookkeeping providers that support financial administration.
IT and cloud service providers that store or maintain operational systems.
Communication service providers that support email, messaging, or telephone systems.
Insurance providers where claims or risk management require disclosure.
Professional advisers such as accountants, legal advisers, or auditors.

Where processors are used, we ensure they only process personal data on our instructions, protect it appropriately, and comply with data protection requirements. We do not sell personal data.

7. International Transfers

Where personal data is transferred outside the UK, we will take appropriate safeguards to protect it, such as approved contractual protections or transfers to countries with an adequacy decision. We only make such transfers where necessary and lawful.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted data handling practices.

Although no system can be guaranteed completely secure, we review our procedures and apply reasonable safeguards to reduce risks to personal data.

9. Your Rights

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

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure to request deletion of your data in certain situations.
Right to restrict processing to limit how we use your data in specific cases.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability to receive certain data in a structured, commonly used format.
Right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can address them promptly.

10. Children’s Data

Our services are directed at adults and businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and a lawful basis applies. If we become aware that we have collected child-related data without an appropriate basis, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any updates will apply from the date they are published or communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Man With Van Westealing is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. This policy applies to all Man With Van Westealing customers in area, and we aim to handle every customer’s information with care, confidentiality, and respect.

Last updated: This Privacy Policy should be reviewed regularly and updated as needed to remain compliant with applicable data protection laws.