Privacy Policy - Man With Van Surreyquays

This Privacy Policy explains how Man With Van Surreyquays collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Man With Van Surreyquays customers in area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data 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 Surreyquays operates as a service provider offering van transport, moving assistance, loading and unloading support, and related logistics services. In the course of delivering these services, we may process personal data belonging to customers, recipients, suppliers, and other individuals involved in a booking or delivery. This policy describes the types of data we collect, the reasons for processing it, and the rights available to you under data protection law.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our services, managing bookings, complying with legal obligations, and improving service quality. The categories of data we may collect include:

Identity details such as your name, and where relevant, the name of a business or organisation.
Contact information such as telephone number, email address, and service address.
Booking details including collection and delivery locations, moving dates, service preferences, and item descriptions.
Payment information such as transaction records, payment status, and billing details.
Correspondence including emails, messages, complaint records, and notes from phone calls.
Service and operational data such as access instructions, parking requirements, item handling notes, and delivery confirmations.
Technical data where applicable, such as device or browser information if you interact with digital communication systems.
Special category data only if you voluntarily provide it and only where it is necessary for a lawful purpose, for example if a health-related access requirement needs to be recorded to support a safe move.

We do not seek to collect unnecessary personal data. Where possible, we encourage customers to avoid including sensitive information unless it is relevant to the service and required for safe or effective delivery.

3. How We Use Personal Data

We use personal data for the following purposes:

To process enquiries and confirm bookings.
To plan, deliver, and manage moving and van services.
To communicate about schedules, changes, delays, and delivery arrangements.
To issue invoices, process payments, and maintain financial records.
To handle complaints, queries, and customer support requests.
To maintain internal records and improve service efficiency.
To comply with tax, accounting, insurance, and other legal obligations.
To protect against fraud, misuse, property damage, or security incidents.

We use your data only for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, every use of personal data must have a lawful basis. Depending on the context, Man With Van Surreyquays may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging service delivery, communicating about the move, and processing payments.

Legal Obligation

We may process data to comply with legal requirements, such as tax rules, accounting obligations, insurance-related recordkeeping, and responses to lawful requests from authorities.

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 managing our operations, maintaining service records, preventing fraud, and improving our customer experience. When relying on legitimate interests, we assess the impact on individuals and apply appropriate safeguards.

Consent

In limited circumstances, we may rely on your consent, particularly where processing is optional or involves certain forms of marketing communication or the use of data beyond what is necessary for the service. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as where emergency action is required to protect health or safety during a service.

5. Sharing Data and Processors

We may share personal data with trusted third parties where this is necessary for business operations, service delivery, or legal compliance. Where a third party acts on our behalf, they are treated as a processor and may only use the data according to our instructions and applicable data protection law.

Examples of processors and service partners may include:

Payment processors that handle card or transfer transactions securely.
Accounting and bookkeeping providers that support invoicing and financial records.
IT and system support providers that maintain communication, storage, or administrative tools.
Scheduling or customer management providers used to organise bookings and service information.
Professional advisers such as insurers, auditors, or legal advisers where necessary.
Subcontracted service providers assisting with moving or delivery tasks under appropriate confidentiality and data protection safeguards.

We only share personal data when necessary and ensure that processors are subject to suitable contractual and security obligations. We do not sell personal data.

6. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure it remains protected. This may include using recognised safeguards, such as standard contractual clauses or ensuring that the recipient country offers an adequate level of protection. We will only transfer data where lawful and where suitable safeguards are in place.

7. Data Retention

We keep personal data only for as long as it is needed for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records are retained for a period necessary to complete the service and manage any follow-up issues.
Financial and tax records are retained for the period required by accounting and tax legislation.
Complaint and dispute records may be retained for longer where needed to resolve claims or protect legal rights.
Communication records are kept for a reasonable period to support customer service and operational continuity.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality requirements, and careful control of service records. While no system can be guaranteed completely secure, we work to ensure that data is protected in a manner proportionate to the risks involved.

9. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but we will always consider requests carefully and respond in accordance with the law.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you may ask us to delete your personal data.
Right to restrict processing – you may ask us to limit how your data is used in certain situations.
Right to data portability – where applicable, you may request that we provide your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests, including profiling where relevant.
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 require sufficient information to verify your identity and to locate the relevant records. We may need additional time where requests are complex or numerous.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in connection with a household service or booking. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it or handle it lawfully as required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practice, or data protection standards. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Our Commitment to Privacy

Man With Van Surreyquays is committed to using personal data responsibly and only for legitimate, clearly defined purposes. We aim to be transparent about what data we collect, why we collect it, who processes it on our behalf, and how long we keep it. By using our services, customers in the Surrey Quays area can expect their data to be treated with care, confidentiality, and respect in line with applicable data protection law.