Privacy Policy – Man With Van Cambridgeheath

This Privacy Policy explains how Man With Van Cambridgeheath collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Cambridgeheath customers in the area, including individuals and businesses who request quotes, book services, receive updates, or otherwise engage with us for moving, transport, delivery, loading, unloading, and related services.

1. Who We Are

Man With Van Cambridgeheath provides removal and transport services for local and surrounding customers. For the purposes of data protection law, we act as the data controller when we decide why and how your personal data is processed. This means we are responsible for ensuring that your information is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect personal data that is necessary for arranging and delivering our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity details: name, title, and business name where relevant
Contact details: address, email address, and telephone number
Service information: moving date, property details, item descriptions, access instructions, and service preferences
Billing and payment information: payment status, invoice details, and transaction records
Communication records: messages, calls, booking requests, complaints, and service updates
Technical data: limited device or usage information if you interact with us through digital channels, where applicable
Special instructions: any information you choose to provide to support a safe and efficient move

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or unless we are required to do so for a lawful purpose. If such data is received, we apply heightened care and safeguards.

3. How We Collect Your Data

We may collect data directly from you when you:

request a quote or make a booking
communicate with us by phone, email, or other means
provide instructions about an address, item, or delivery
make a payment or request an invoice
submit feedback, a query, or a complaint

We may also receive information from third parties involved in the service, such as payment providers, subcontractors, or property representatives, where appropriate and lawful.

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 where it is necessary to enter into or perform a contract with you. This includes arranging quotations, confirming bookings, carrying out removals, issuing invoices, and handling service-related communications.

Legal Obligation

We may process data where necessary to comply with legal and regulatory requirements, including accounting rules, tax obligations, fraud prevention, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing customer enquiries, improving service quality, maintaining security, handling disputes, and preventing misuse of our services. We always consider whether our use of data is proportionate and respectful of your privacy.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain non-essential communications. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings
to plan and deliver removal or transport services
to communicate about service times, access, or delivery details
to take payment and issue receipts or invoices
to maintain business records and handle customer support
to comply with legal, tax, and accounting obligations
to protect against fraud, misuse, and security risks
to improve our internal processes and service quality

We will only use your data for the purpose for which it was collected, unless we reasonably determine that another compatible purpose exists and is permitted by law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the nature of the record:

Booking and service records: retained for the period needed to manage the service and resolve queries
Financial and tax records: retained for the period required by law
Communication records: retained for as long as needed to support customer service or dispute handling
Marketing consent records: retained until consent is withdrawn or the data is no longer needed

When personal data is no longer required, we take steps to delete, anonymise, or securely destroy it. We do not keep data indefinitely without a lawful reason.

7. Sharing Data and Processors

We may share personal data with trusted third parties where this is necessary to deliver our services or meet legal obligations. These third parties may act as processors or, in some cases, independent controllers. Processors only handle your data on our instructions and must protect it appropriately.

Examples of processors and service providers may include:

Payment providers who process card or electronic payments
Accounting and bookkeeping providers who help with financial records
IT and storage providers who support secure systems, file storage, or communications
Customer management tools used to organise bookings and service administration
Subcontracted service providers assisting with fulfilment where necessary

Where data is shared, we only provide the minimum information necessary for the relevant purpose. We require processors to take suitable technical and organisational security measures and to process data only for authorised purposes.

8. International Transfers

If any service provider processes data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures recognised under applicable law. We remain committed to keeping your data protected wherever it is processed.

9. Security of Your Data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and careful handling of customer information. While no system is completely risk-free, we aim to maintain a high standard of security and to respond appropriately if a concern arises.

10. Your Rights Under GDPR

Depending on the circumstances, you have rights in relation to your personal data. These rights may include:

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 information
Right to erasure: to request deletion of your data in certain situations
Right to restriction: to ask us to limit how we use your data in specific cases
Right to object: to object to processing based on legitimate interests or direct marketing
Right to data portability: to receive certain data in a structured, commonly used format
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

These rights are not absolute and may be subject to legal exemptions or conditions. We will assess each request carefully and respond in accordance with the law.

11. How We Handle Rights Requests

If you exercise any of your rights, we may need to verify your identity before responding. This is to protect your information and prevent unauthorised disclosure. We aim to respond within the time limits set by law and will inform you if more time is needed due to complexity or volume.

12. Complaints and Supervisory Authority

If you are concerned about how your personal data has been handled, you may raise the issue with us so we can review it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first where possible so we can try to resolve the matter promptly and fairly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

14. Summary of Our Commitment

Man With Van Cambridgeheath is committed to handling customer data responsibly, transparently, and in compliance with GDPR. We collect only the information we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or when required by law. We also respect your rights and strive to give you meaningful control over your personal information.

This policy applies to all Man With Van Cambridgeheath customers in area and is intended to explain our data practices in a clear and accessible way.