Privacy Policy - Man With Van Ickenham

This Privacy Policy explains how Man With Van Ickenham collects, uses, stores, shares, and protects personal data when providing removal, man and van, transportation, loading, unloading, and related services. It applies to all Man With Van Ickenham customers in the area, including anyone who requests a quotation, books a service, communicates with us, or otherwise uses 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 also explains your rights and the choices available to you regarding your personal data.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information including pickup and delivery addresses, preferred dates, property access details, inventory lists, and special handling requirements.
Billing and payment information such as invoice details, payment status, and limited transaction records.
Communication records including emails, text messages, call notes, and any information you provide when requesting a quote or booking a service.
Usage and technical data if you interact with our digital systems, such as device information, log data, and basic analytics used to maintain service performance and security.
Access and security information where needed for safe delivery of services, such as entry instructions or relevant site restrictions.

We generally collect data directly from you. In some cases, we may also receive information from third parties, for example a landlord, estate agent, business client, or another person arranging a service on your behalf.

2. How We Use Personal Data

We use personal data only where there is a valid legal basis to do so. The main purposes for processing are:

To provide quotations and respond to enquiries.
To plan, manage, and deliver removal and transport services.
To communicate with you about your booking, including schedule changes and service updates.
To issue invoices, process payments, and keep financial records.
To manage customer service, complaints, and feedback.
To maintain business records and comply with legal obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.
To improve service quality, planning, and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so or we are otherwise required or permitted by law.

3. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases when processing personal data:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing a quote you requested, confirming a booking, carrying out the service, and managing related payment or service arrangements.

Legal obligation

We may process and retain certain information where required to comply with legal and regulatory duties, including tax, accounting, insurance, and record-keeping obligations.

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. This may include business administration, quality control, service improvement, fraud prevention, security, and resolving disputes.

Consent

In limited circumstances, we may rely on your consent, for example where you agree to receive certain types of optional marketing communications. Where consent is used, you may withdraw it at any time.

Vital interests

In rare cases, we may process data if necessary to protect someone’s life or physical safety.

4. Sharing and Processors

We may share personal data with trusted third parties, known as processors, where they help us deliver our services or operate our business. These parties are only permitted to process your data on our instructions and must protect it appropriately.

Examples of processors and service providers may include:

Payment providers for handling transactions securely.
Accounting and bookkeeping providers for invoicing, tax, and financial administration.
IT and cloud service providers for secure storage, communication, and system maintenance.
Scheduling or booking tools used to organise customer appointments and service operations.
Professional advisers such as lawyers, insurers, and auditors where necessary.
Delivery or subcontracted service partners where support is required to fulfil a booking.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect our rights, customers, employees, or the public.

We do not sell your personal data. If any data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in line with applicable data protection requirements.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, or reporting requirements. Retention periods vary depending on the type of data and the reason it was collected.

In general:

Quotation and booking records may be retained for a reasonable period to manage enquiries, disputes, and service history.
Invoice, payment, and accounting records are typically retained for the period required by tax and financial laws.
Correspondence may be retained for service management, complaint handling, or evidence of agreements.
Data that is no longer required will be securely deleted, anonymised, or archived in accordance with our retention procedures.

Where personal data is no longer necessary, we take steps to dispose of it securely.

6. Data Security

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to those who need the information to perform their duties.

While no method of transmission or storage is completely secure, we work to maintain a high standard of protection and review our safeguards regularly.

7. Your Rights

As a data subject, you have several rights under UK GDPR. These rights may be subject to conditions and exceptions, depending on the circumstances.

Right of access – you can request 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 – in certain situations, you may request that we delete your data.
Right to restriction – you may ask us to limit how we use your data in specific cases.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data rights have been infringed. We encourage you to raise concerns with us first so that we can try to resolve them promptly.

8. Marketing Communications

If we send marketing messages, we will do so only where permitted by law. You may opt out of marketing communications at any time. Operational or service-related messages, such as booking updates and invoices, are not marketing communications and may still be sent where necessary to provide our services.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is necessary in the course of providing a service and appropriate legal grounds exist.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The most current version will apply to all customers in the Man With Van Ickenham area. We encourage you to review this policy periodically to stay informed about how we protect your data.

11. Summary of Key Principles

Man With Van Ickenham is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to provide our services, use it for clear and legitimate purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. We also respect your rights and aim to make it easy for you to understand and control how your personal data is handled.

This Privacy Policy applies to all Man With Van Ickenham customers in the area.