Privacy Policy - Man With Van Oakleighpark

This Privacy Policy explains how Man With Van Oakleighpark collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Oakleighpark customers in the area, including prospective customers, current customers, and anyone who contacts us to request information, obtain a quotation, or arrange a service.

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 what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Who We Are

Man With Van Oakleighpark provides moving, transport, delivery, and related logistics services. In the context of data protection law, we act as the data controller for personal data we collect in order to manage enquiries, provide services, comply with legal obligations, and operate our business.

This means we determine the purposes and means of processing personal information collected from our customers, suppliers, and service users.

2. Information We Collect

We only collect personal data that is necessary for the services we provide or for legal and operational reasons. The categories of information we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details including moving dates, collection and delivery addresses, access requirements, item descriptions, and special handling instructions.
Payment and billing information where needed to process invoices, payments, or refunds.
Communication records such as emails, messages, notes from phone calls, and customer service correspondence.
Technical information if you interact with our digital systems, such as IP address, device type, browser information, and basic usage data.
Verification or compliance information if required to prevent fraud, confirm service eligibility, or meet legal duties.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it for a clear reason. Special category data may include information about health, religion, ethnicity, or other sensitive matters. If such information is ever provided to us, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and complete moving and transport services.
To communicate with you about your booking, schedule, and service requirements.
To prepare invoices, process payments, and manage records.
To maintain internal business records and service history.
To meet legal, accounting, tax, and insurance obligations.
To detect and prevent fraud, misuse, or unlawful activity.
To improve service quality, operational planning, and customer support.

We only use your data for the purposes for which it was collected unless we reasonably believe we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will notify you and explain the lawful basis before doing so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes handling your booking, carrying out the move, sending confirmations, and managing payment arrangements.

Legal Obligation

We may process personal data where needed to comply with legal duties, such as tax reporting, accounting requirements, record-keeping obligations, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, and internal record management.

Consent

In limited cases, we may rely on your consent, for example where specific optional processing requires it. Where we rely on consent, you have the right to withdraw it at any time. Withdrawing consent will not affect processing already carried out lawfully before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who support our operations. These organisations act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Processors may include:

Payment service providers for processing card or online payments.
Accounting or bookkeeping providers for financial administration.
IT and cloud storage providers for secure data hosting and communication systems.
Customer management or scheduling software providers.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontracted service providers assisting with delivery or operational support, where relevant to the service requested.

All processors are required to process personal data only on our instructions, keep it secure, and comply with applicable data protection law. Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and dispute-resolution purposes. Retention periods may vary depending on the type of information and the reason it is held.

As a general approach:

Enquiry records may be retained for a limited period after the enquiry ends.
Booking and service records may be retained for the duration of the service relationship and for a further period afterwards.
Financial and accounting records are retained in line with statutory requirements.
Correspondence may be kept where needed to evidence instructions, resolve issues, or maintain service history.

When personal 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 take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While no system can be guaranteed to be completely secure, we work to reduce risks and to respond appropriately if a data incident occurs. Where required by law, we will notify affected individuals and relevant authorities.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations, but we will always consider your request carefully.

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

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required timeframes. We may need to verify your identity before fulfilling a request.

9. Marketing and Communications

We do not use personal data for unsolicited marketing unless we have a lawful basis to do so. Where communication is necessary to provide our services, such as booking updates or service-related notices, these are not treated as marketing communications. If any promotional communication is sent, you will always have the ability to object or opt out where applicable.

10. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking and there is a lawful basis for doing so. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any revised version will continue to apply to all Man With Van Oakleighpark customers in the area. We encourage you to review this policy periodically so you remain informed about how your personal data is used.

12. Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, you may raise your request through our usual business communication channels. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

Man With Van Oakleighpark is committed to respecting your privacy and handling personal data responsibly, lawfully, and transparently. We aim to ensure that any processing is necessary, proportionate, and carried out with care.