Privacy Policy - Man With Van Bigginhill

This Privacy Policy explains how Man With Van Bigginhill collects, uses, stores, shares, and protects personal data when providing removals, delivery, transport, and related services. It applies to all Man With Van Bigginhill customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives services from us.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes the categories of data we collect, the reasons we use it, our lawful bases for processing, how long we keep it, the third parties who may process it on our behalf, and the rights available to you.

1. Information We Collect

We only collect personal data that is necessary for us to provide our services, manage our business, and meet legal or contractual obligations. The type of information we collect may include:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as address, email address, and telephone number.
Service information such as moving dates, collection and delivery locations, item details, access notes, and service preferences.
Payment information such as billing records, payment status, and transaction references. We do not normally store full card details if payments are processed by a payment provider.
Communication records such as emails, messages, quote requests, call notes, and complaint correspondence.
Technical data where you use our digital channels, such as IP address, browser type, and device information, if applicable.

We may also receive information from third parties, for example where a customer, landlord, agent, property manager, or another representative provides details on your behalf for the purpose of arranging a move or delivery.

2. How We Use Your Personal Data

We use personal data only for specific and legitimate purposes connected with our services. These may include:

providing quotations and assessing your service requirements;
booking, planning, and carrying out removals, transport, and delivery services;
communicating with you about appointments, changes, access, or service updates;
processing payments, issuing invoices, and maintaining financial records;
handling enquiries, feedback, and complaints;
maintaining service quality, training, and internal record keeping;
protecting against fraud, misuse, or unauthorised access;
complying with legal, tax, insurance, and regulatory obligations.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out the service, and managing payment or service issues.

Legal obligation

We may process and retain personal data where we are required to do so by law, including tax, accounting, insurance, and regulatory obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include responding to enquiries, improving service delivery, maintaining records, preventing fraud, and managing business operations.

Consent

In limited situations, we may rely on your consent, for example for specific optional communications. Where consent is used, you can withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data only where necessary and only with parties who help us deliver our services or meet legal obligations. These parties act as processors or independent controllers depending on the circumstances.

Typical processors or recipients may include:

Payment processors who handle card or electronic payments securely on our behalf.
Accounting and bookkeeping providers who assist with invoicing, financial administration, and tax compliance.
IT and cloud service providers who store email, documents, scheduling information, or customer records.
Communication service providers who support messaging, telephone, or email systems.
Insurance providers or professional advisers where disclosure is needed for claims, legal support, or risk management.
Subcontractors or operational partners assisting with transport or service delivery, where appropriate and necessary.

We require processors to act only on our instructions, to keep data secure, and to process personal data in accordance with applicable data protection law. We do not sell your personal data.

We may also disclose personal data where required by law, court order, or lawful request from a public authority.

5. Data Retention

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

Quote and enquiry records may be kept for a reasonable period to manage follow-up queries, disputes, and business administration.
Booking and service records may be retained for the duration of the service relationship and for a further period required for legal or contractual purposes.
Financial and tax records are typically kept for the period required by law.
Complaint and claims records may be retained longer where necessary to defend legal claims or handle insurance matters.

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

6. Security of Your Information

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful review of third-party providers.

While we work to protect your information, no system can be guaranteed completely secure. If a personal data incident occurs, we will act in line with our legal obligations and notify affected individuals where required.

7. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may be subject to conditions or exemptions in some cases. Your rights 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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in specific situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

Strongly note that exercising your rights will not usually affect data we must keep for legal or contractual reasons.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided in the course of arranging a service. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

9. International Transfers

Where any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place in accordance with data protection law. These safeguards may include adequacy regulations or contractual protections designed to keep your information secure and properly protected.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. The most recent version will apply to all customers in the area from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

11. Summary of Our Commitment

We respect your privacy and aim to process your personal data transparently, responsibly, and securely. For every customer of Man With Van Bigginhill in the area, we limit collection to what is necessary, use data only for valid purposes, retain it for appropriate periods, and work with trusted processors under clear obligations. We also recognise and support your data protection rights.

This policy is designed to be compliant with applicable UK data protection requirements and to provide clear information about how your personal data is handled.