Privacy Policy - Man With Van Berrylands

Man With Van Berrylands is committed to protecting the privacy and personal data of all customers, prospective customers, and website or service users in the Berrylands area. This Privacy Policy explains how personal data is collected, used, stored, shared, and protected when you use our services. It applies to all Man With Van Berrylands customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our moving and transport services.

1. Introduction

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we handle information lawfully, fairly, and transparently, and we only collect the data we need for legitimate business and operational purposes. We also take reasonable steps to ensure your information is accurate, secure, and not kept longer than necessary.

This Privacy Policy explains:

what personal data we collect;
why we collect and use it;
our lawful basis for processing;
how long we retain personal data;
which third-party processors may handle it on our behalf; and
the rights you have over your information.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information: name, title, and any other details you provide when requesting a service.
Contact information: address, email address, telephone number, and preferred contact details.
Service information: moving dates, collection and delivery addresses, property access details, inventory notes, and job instructions.
Billing and payment information: payment status, transaction references, invoice details, and limited payment-related records.
Communication records: emails, messages, call notes, and any feedback or complaints you submit.
Technical data: limited information such as IP address, browser type, device data, and usage logs if you interact with our digital systems.
Special instructions: any accessibility needs, fragile item notes, or delivery preferences you choose to share.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service. Where such information is provided, we will only process it where a lawful basis applies and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to arrange, manage, and complete moving or transport services;
to confirm bookings, times, routes, and service details;
to communicate with you about your job or account;
to process invoices, payments, refunds, or disputes;
to maintain records for administration, tax, and legal obligations;
to improve our services, staff training, and operational efficiency;
to handle complaints, claims, or service issues;
to protect against fraud, misuse, and security incidents.

We only use your data for purposes that are compatible with the reason it was originally collected. If we need to use it for a new purpose, we will ensure that a lawful basis exists and, where needed, we will notify you.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, managing bookings, and delivering services.

Legal Obligation

We may process and retain certain records where this is required to meet legal, tax, accounting, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service management, internal administration, customer support, fraud prevention, and maintaining business records.

Consent

Where consent is required, we will ask for it clearly and separately. If you give consent, you may withdraw it at any time. Withdrawing consent will not affect processing already carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties that assist us in delivering our services. These third parties act as processors when they process data on our behalf and under our instructions.

Examples of processors may include:

IT and software service providers;
cloud storage and data hosting services;
accounting and bookkeeping systems;
payment processing providers;
communication and email service providers;
customer management or scheduling tools;
professional advisers, where necessary and appropriate.

We require processors to handle personal data securely, only for specified purposes, and in compliance with applicable data protection laws. We do not sell your personal data.

In limited circumstances, we may also share data with independent controllers, such as insurers, legal advisers, or public authorities, where required by law or necessary to defend legal claims, prevent fraud, or comply with official requests.

6. Retention of Personal Data

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

Enquiry and quote records: typically retained for a limited period after the enquiry is closed.
Customer and service records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaint and claim records: retained for as long as necessary to resolve the issue and meet legal requirements.
Technical logs: retained only for as long as needed for security, diagnostics, or operational purposes.

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

7. Your Rights

You have a number of rights under data protection law. These rights apply subject to certain legal conditions and exemptions.

Right of Access

You can request a copy of the personal data we hold about you and ask for details about how we use it.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In certain circumstances, you can ask us to delete your personal data. This is sometimes called the right to be forgotten.

Right to Restrict Processing

You may ask us to limit how we use your data in specific situations, such as while we verify accuracy or consider an objection.

Right to Data Portability

Where applicable, you may request that we provide your data in a structured, commonly used, machine-readable format or transfer it to another controller.

Right to Object

You may object to processing based on legitimate interests or direct marketing. We will stop processing unless we can demonstrate compelling lawful grounds.

Right to Withdraw Consent

Where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with applicable legal requirements and within the relevant timeframes.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures.

While we work hard to protect your information, no system can be guaranteed completely secure. If a data incident occurs that presents a risk to your rights and freedoms, we will act in accordance with our legal obligations.

9. International Transfers

In some cases, our processors may store or process data outside the UK. Where this happens, we will ensure appropriate safeguards are in place so that your personal data remains protected to a standard consistent with UK GDPR requirements.

10. Children’s Data

Our services are intended for adults and business customers arranging moving and transport services. We do not knowingly collect personal data from children unless it is provided incidentally and lawfully in connection with a service arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we protect your information.

12. Summary of Our Commitment

Man With Van Berrylands respects your privacy and processes personal data only when necessary, lawful, and proportionate. We use your information to provide reliable moving services, manage customer relationships, meet our legal duties, and improve the quality of our work. We retain data responsibly, use trusted processors under clear contractual controls, and support your rights under data protection law. This policy applies to all customers in the Berrylands area who use or enquire about our services.