Privacy Policy - Man With Van Sudbury

This Privacy Policy explains how Man With Van Sudbury collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, and related services. It applies to all Man With Van Sudbury customers in the area, including prospective customers, current customers, and anyone who contacts us about our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Sudbury provides local and regional moving services for households, businesses, and individuals needing transport assistance. In delivering these services, we may process personal information about customers, recipients, property access details, and service arrangements. We act as a data controller for the personal data we collect and determine the purposes and means of processing.

2. Information We Collect

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

Identity information such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery locations, property access details, inventory lists, and preferred moving dates.
Payment information such as billing details and payment records.
Communication records such as emails, messages, notes from calls, and customer service correspondence.
Operational details such as parking arrangements, access instructions, and special handling requirements.
Technical information if you interact with our digital systems, including basic device or usage data where applicable.

We may also collect information you choose to provide voluntarily, such as special delivery instructions or details needed to complete a move safely and efficiently. We do not intentionally collect more data than is necessary for the service requested.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and arrange moving services.
To plan, organise, and complete collections and deliveries.
To communicate with customers about bookings, schedules, and service updates.
To process payments, invoices, refunds, and account-related matters.
To manage complaints, claims, and customer support requests.
To maintain internal records, business administration, and service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our operations, staff, customers, and property against fraud, misuse, or security risks.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Sudbury may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging a quote, booking a service, moving items, and managing payment.

Legitimate Interests

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

Legal Obligation

We may need to process and retain certain information to comply with legal obligations, including tax records, accounting rules, and requirements relating to insurance or dispute resolution.

Consent

In limited cases, we may rely on your consent, for example if you agree to receive certain optional communications. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These parties act as processors when they process data on our behalf, or as independent controllers where they determine their own purposes.

Examples of processors or service providers may include:

Payment service providers and invoicing systems.
IT and cloud storage providers.
Communication tools used for booking and customer support.
Accounting, bookkeeping, or payroll providers.
Insurance providers and claims handlers.
Professional advisers such as lawyers or accountants.

Where we engage processors, we require them to handle personal data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell personal data.

We may also disclose information where necessary to law enforcement, regulators, courts, or other public authorities when required by law or when needed to protect our legal rights.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected. Retention periods depend on the nature of the data, the service provided, legal obligations, and the need to resolve disputes or enforce agreements.

In general:

Booking and service records are kept for the period needed to manage the service and follow-up matters.
Financial and tax records are retained for the period required by law.
Complaint, claim, and correspondence records may be retained for a longer period where necessary to handle issues or defend legal claims.
Data no longer required is securely deleted, anonymised, or archived in a controlled manner.

Where retention is based on legal requirements or legitimate business needs, we will not keep the data longer than necessary. When data is no longer needed, we take steps to dispose of it safely.

7. Security of Your Data

We use appropriate technical and organisational measures to help protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, staff confidentiality obligations, and careful management of service records.

Although no system can be guaranteed completely secure, we aim to maintain a high standard of data protection and review our safeguards where appropriate.

8. Your Rights Under GDPR

Depending on the circumstances, 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 ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your personal data is handled. If you believe your rights have been breached, you may complain to the relevant data protection authority. We encourage customers to raise concerns directly so they can be addressed promptly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with a customer’s service request and only in a limited and appropriate manner. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their data is handled.

11. Summary of Our Commitment

Man With Van Sudbury is committed to respecting privacy and protecting personal information. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where the law requires it. This policy applies to all Man With Van Sudbury customers in the area, and we aim to treat every person’s data with care, transparency, and responsibility.

If you choose to use our services, you can expect your information to be handled in a way that is lawful, secure, and proportionate to the services we provide.