Privacy Policy - Man With Van Dartmouthpark

This Privacy Policy explains how Man With Van Dartmouthpark collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Dartmouthpark customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our moving and van services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We aim to keep our practices transparent and fair. This policy describes what information we collect, why we collect it, the lawful bases we rely on, how long we keep data, the types of processors we may use, and the rights individuals have over their personal data.

1. Information We Collect

We only collect personal data that is necessary for operating our services, managing customer relationships, and meeting legal or administrative obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details including collection and delivery locations, moving dates, property access details, item descriptions, and any special handling instructions.
Billing and transaction information such as payment records, invoices, and service history.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical and usage information if you use any digital tools connected with our services, such as IP address, device information, and cookie-related data where applicable.
Verification or safeguarding information where needed to protect against fraud, misuse, or unlawful activity.

We generally do not seek to collect special category data, such as health information, race, religion, or political opinions. If such information is incidentally shared with us, for example because it is relevant to access arrangements or moving requirements, we will handle it with appropriate care and only where a lawful basis applies.

2. How We Use Personal Data

We use personal data only for specified and legitimate purposes. These may include:

providing quotes and arranging moving services;
communicating with customers about bookings, changes, or service updates;
planning routes, allocating staff, and carrying out removals efficiently;
processing payments, issuing invoices, and maintaining business records;
responding to queries, complaints, and after-service requests;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, and customers from fraud or misuse;
improving service quality and internal operations.

Man With Van Dartmouthpark will not use your personal data for purposes that are incompatible with those stated in this policy unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, confirming bookings, arranging collections and deliveries, and delivering the services you have requested.

Legal Obligation

We process certain information to comply with legal and regulatory duties, such as tax records, accounting requirements, insurance obligations, and record-keeping rules.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests include managing our business efficiently, maintaining service records, protecting against fraud, handling disputes, and improving our services.

Consent

In limited cases, we may rely on your consent, for example where a particular communication or optional service requires it. Where consent is used, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency where information must be shared to prevent serious harm.

4. Sharing and Processors

We may share personal data with trusted third parties that act as processors or, in some cases, independent controllers. We only share data where necessary and only with safeguards in place. Processors may include:

Payment service providers for taking and reconciling payments.
IT and cloud storage providers for secure data hosting, email, and business systems.
Accounting and bookkeeping providers for financial administration and tax compliance.
Insurance providers and claims handlers where required for risk management or incident resolution.
Vehicle, route, or scheduling service providers used to support day-to-day operations.
Professional advisers such as lawyers or auditors where needed for advice, compliance, or dispute handling.

Where a third party acts as a processor, they are contractually required to process personal data only on our instructions, keep it secure, and not use it for their own purposes. We may also disclose information where required by law, court order, or to protect our rights, staff, customers, or property.

We do not sell personal data. If international transfers ever become necessary, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, as required by law.

5. Data Retention

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

Customer and booking records are generally kept for the period needed to manage the service relationship and resolve any related issues.
Financial and tax records are kept for the period required by law.
Correspondence and complaint records may be retained for a reasonable period to allow us to respond to disputes or service concerns.
Technical and security logs are kept for short, necessary periods unless longer retention is needed for investigation or compliance.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful destruction, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, restricted permissions, staff training, and appropriate contract terms with processors.

However, no system can be guaranteed to be completely secure. We therefore encourage customers to take care when sharing personal information and to notify us promptly if they believe their data may have been compromised in connection with our services.

7. Your Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

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 data.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for 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.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before fulfilling your request. In some cases, we may not be able to comply fully if the law permits us to retain or continue processing the information.

8. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you should raise them with us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been breached.

We encourage anyone dealing with Man With Van Dartmouthpark to contact us promptly with privacy concerns so that we can investigate and address them appropriately.

9. 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 published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how your data is handled.

This policy is intended to provide a clear, fair, and lawful explanation of our data practices. By using our services, you acknowledge that your personal data may be processed as described above, in line with applicable law and the needs of our business operations.