Privacy Policy - Man With Van Spitalfields

This Privacy Policy explains how Man With Van Spitalfields collects, uses, stores, shares, and protects personal data when providing removals, transport, loading, unloading, and related moving services. It applies to all Man With Van Spitalfields customers in the Spitalfields area, including individuals, households, landlords, tenants, and businesses that engage our services. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Spitalfields provides man and van services for local and surrounding area moves, deliveries, collections, and transport support. In the course of delivering these services, we may process personal data about customers, recipients, suppliers, and other individuals involved in a booking or move. We only collect data that is relevant and necessary for the service requested, or where we are required to do so by law.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity details: name, title, and any information needed to identify the person making the booking.
Contact details: phone number, email address, and moving addresses.
Booking and service details: move date, property access information, item lists, inventory notes, special handling instructions, and service preferences.
Payment and billing information: payment status, invoice details, and transaction records. We do not store more payment data than is necessary to complete the transaction and manage accounting.
Communications: records of calls, messages, emails, quotations, complaints, and other correspondence.
Technical and usage data: limited information collected through digital systems used to manage enquiries, scheduling, and administration, such as device and log information where applicable.
Special instructions: access requirements, parking arrangements, or other notes needed to complete the move safely and efficiently.

We do not intentionally collect special category personal data unless it is necessary and you choose to provide it, or unless it is required to meet a specific service need or legal obligation. If such data is provided, we will handle it with additional care and only where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings, schedule services, and deliver removals or transport;
to communicate before, during, and after a move;
to issue invoices, process payments, and maintain business records;
to handle complaints, claims, disputes, and service follow-up;
to meet health, safety, insurance, tax, and regulatory obligations;
to improve our services, planning, and customer experience;
to prevent fraud, misuse, and unauthorised access to our systems or services.

We only process data for these purposes when the processing is necessary and when we have a valid legal reason under data protection law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Spitalfields relies on the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, taking bookings, completing moves, processing payments, and communicating about the service.

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. This includes managing administration, improving operations, maintaining records, safeguarding our staff and vehicles, and protecting against fraud or misuse.

Legal Obligation

We may process personal data to comply with legal obligations, such as tax laws, accounting requirements, insurance obligations, record-keeping duties, and lawful requests from public authorities.

Consent

Where consent is required, we will ask for it clearly and separately. If we rely on consent, you may withdraw it at any time. Withdrawal of consent will not affect processing carried out before it was withdrawn.

5. Sharing Data and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties are only involved where necessary to provide our services or meet legal obligations.

Payment providers: to process card or electronic payments.
Accounting and bookkeeping processors: to manage invoices, financial records, and tax compliance.
IT and cloud service providers: to host secure systems, storage, email, and scheduling tools.
Communication tools: to send messages, emails, or service notifications.
Insurance providers and claims handlers: where needed to assess or manage claims.
Professional advisers: such as legal, tax, or financial advisers when necessary.
Public authorities: where disclosure is required by law or for the establishment, exercise, or defence of legal claims.

All processors are required to protect personal data, use it only on our instructions, and apply appropriate security measures. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and insurance requirements. Retention periods may vary depending on the type of record and the nature of the service provided.

Booking and service records: retained for a period that allows us to manage follow-up queries, disputes, and service history.
Financial records: kept for the period required under tax and accounting law.
Complaints and claims: retained for as long as needed to resolve the matter and defend legal claims.
General correspondence: kept only as long as necessary for business administration and customer support.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. International Transfers

Where data is processed by service providers outside the UK, we will ensure suitable safeguards are in place in line with data protection law. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited access on a need-to-know basis, staff awareness, and secure disposal of records. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to ask us to delete your data where there is no lawful reason to keep it.
Right to restriction: to request that we limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request transfer of certain data to you or another provider, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You may also have the right to complain to the relevant data protection supervisory authority if you believe your data has been handled unlawfully or unfairly. We encourage you to raise concerns with us first so that we can address them promptly.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to a household move and necessary for the service or legal compliance. If we become aware that we have collected data from a child without a proper basis, we will take appropriate steps to delete or protect it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, guidance, or our business practices. Any updates will apply from the date they take effect. We encourage customers to review the policy whenever they use our services so they remain informed about how their data is processed.

12. Summary of Key Principles

Man With Van Spitalfields only collects personal data needed to provide moving and transport services, fulfil contracts, meet legal duties, and operate efficiently. We use lawful bases such as contract, legitimate interests, legal obligation, and consent where appropriate. We retain data only as long as necessary, share it only with trusted processors or when legally required, and respect your rights to access, correct, erase, restrict, object, and port your data. This policy applies to all customers in the Spitalfields area who use our services.