Privacy Policy - Man With A Van Aldgate

This Privacy Policy explains how Man With A Van Aldgate collects, uses, stores, shares, and protects personal data relating to all customers in the Aldgate area. It applies to every customer, enquiry, booking, and service interaction handled by Man With A Van Aldgate, whether the service is arranged directly or through a third party acting on the customer’s behalf. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of This Policy

This policy applies to all Man With A Van Aldgate customers in the area, including individuals who request quotations, make bookings, receive removals or transport services, or communicate with us during the course of service delivery. It also applies to prospective customers and to people whose details are provided to us for operational reasons, such as access arrangements, delivery instructions, or invoice processing.

By using our services or providing personal data to us, you acknowledge that your information will be processed in accordance with this Privacy Policy. We only collect and use personal data where we have a valid legal basis and only for the purposes described below.

2. Data We Collect

We collect only the information necessary to provide and manage our services. The categories of personal data we may collect include:

Identity data such as your name, title, and where relevant, business name.
Contact data such as your address, email address, and telephone number.
Booking and service data such as move dates, pickup and delivery details, property access information, inventory lists, and instructions for handling items.
Payment and billing data such as payment status, billing address, and transaction references.
Communication data such as emails, messages, call notes, complaints, feedback, and any correspondence relating to the service.
Technical data such as basic device or browser information if collected through digital systems used to manage enquiries or bookings.
Special categories of data only where strictly necessary and where you voluntarily provide it, for example if it is relevant to access needs, vulnerability considerations, or health-related handling instructions. We do not seek this information unless required for service delivery and appropriate safeguards are in place.

We do not intentionally collect more information than is needed, and we do not sell personal data.

3. How We Use Your Data

We process personal data for a range of business and service-related purposes, including:

responding to enquiries and preparing quotes;
managing bookings and scheduling services;
carrying out removals, transport, loading, unloading, and delivery tasks;
communicating important service information, updates, or changes;
issuing invoices, processing payments, and managing accounts;
dealing with complaints, claims, or service issues;
meeting legal, tax, insurance, and regulatory obligations;
maintaining records for operational, administrative, and security purposes.

We may also use anonymised or aggregated information to improve our services, assess performance, and understand general service trends. Such information does not identify you directly.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to use personal data. Depending on the activity, we rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, payments, and the delivery of moving services.

Legal Obligation

We may process personal data where required to comply with legal duties, including accounting, tax, insurance, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer support, security, internal auditing, and improving our operations. When relying on this basis, we ensure the processing is proportionate and relevant.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or the processing of information that is not necessary for the core service. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors may only use your data under our instructions and must protect it appropriately. Examples may include:

payment service providers used to process transactions;
accounting or bookkeeping providers;
IT, cloud storage, and system maintenance providers;
customer management or communication tools used for service administration;
insurance providers, loss adjusters, or legal advisers where needed for claims or compliance;
subcontractors or operational partners assisting with service delivery, where strictly necessary.

We may also disclose data where required by law, court order, regulatory authority, or to protect our rights, customers, staff, or property. Where possible, we limit sharing to the minimum amount necessary. We do not permit processors to use your information for their own independent purposes.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, tax, accounting, and insurance requirements. Retention periods vary depending on the type of information and the reason it is held.

In general:

quotation and enquiry records may be kept for a reasonable period after the enquiry ends;
booking and service records may be retained for operational and dispute-resolution purposes;
invoice and financial records are usually kept for the period required by law;
complaint, claim, or incident records may be held until the matter is resolved and any follow-up obligations have ended.

When data is no longer required, we will securely delete, destroy, or anonymise it. We do not keep personal data indefinitely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to maintain a level of protection suitable to the nature of the information processed. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable law.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal limits, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we use your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us, where applicable;
withdraw consent where processing is based on consent;
raise a concern with the Information Commissioner’s Office (ICO) if you believe your data rights have been infringed.

To exercise these rights, you may make a request to us using the appropriate communication channels provided during service arrangements. We may need to verify your identity before responding. We will respond within the time limits required by law.

9. Children’s Data

Our services are intended for adults and business users arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally provided in the context of service arrangements and only where there is a lawful basis to do so. If we become aware that we have collected data inappropriately, we will take reasonable steps to remove it.

10. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections required by law.

11. Changes to This 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 takes effect. We encourage customers to review the policy periodically so they remain informed about how their data is processed.

12. Summary of Our Commitments

In summary, Man With A Van Aldgate processes personal data only where lawful, necessary, and relevant to providing services in the Aldgate area. We limit collection to what is needed, use trusted processors, retain data only as long as required, and respect your rights under data protection law. Our aim is to ensure that all customer information is handled with care, transparency, and accountability.

This policy applies to all Man With A Van Aldgate customers in area.