Privacy Policy - Man With Van Gantshill

This Privacy Policy explains how Man With Van Gantshill collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Gantshill customers in the area, including individuals and businesses who request quotes, book services, or communicate with us in connection with a move or delivery. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data we collect

We only collect personal data that is necessary to provide our services, manage our business, and meet our legal obligations. The categories of data we may collect include:

Identity details such as your name, title, and any business name you provide.
Contact details such as your telephone number, email address, and service address.
Booking information including moving dates, item descriptions, access details, collection and delivery locations, and any special handling requirements.
Payment and billing information such as payment status, transaction references, and invoice details.
Communication records including emails, messages, notes from calls, and any feedback or complaints you submit.
Technical data such as IP address, device details, and limited browsing information if you interact with our digital services.
Operational data such as job progress notes, route planning information, and records needed to complete the service safely and efficiently.

In some cases, we may process special category data only if it is provided to us voluntarily and only when it is necessary for a specific purpose, such as accessibility arrangements or health-related considerations for safe handling. We do not seek to collect sensitive information unless it is relevant and appropriate to the service.

2. How we use your data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To plan, deliver, and manage moving and transport services.
To communicate with you before, during, and after a job.
To process payments, issue invoices, and manage accounting records.
To maintain service quality, handle complaints, and improve our operations.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, loss, or misuse.

We will not use your personal data for unrelated purposes without ensuring there is a lawful basis to do so and, where required, obtaining your consent.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, our lawful bases may include:

Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing quotations, bookings, deliveries, and payments.

Legal obligation

We process certain information to comply with legal requirements, such as accounting, taxation, insurance, or record-keeping duties.

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. This may include improving our services, maintaining internal records, preventing fraud, managing customer relations, and ensuring operational safety.

Consent

Where we rely on your consent, for example for optional communications or certain non-essential processing, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Vital interests

In rare cases, we may process data where it is necessary to protect someone’s vital interests, such as in an emergency related to health or safety.

4. Data sharing and processors

We may share personal data only when necessary and only with trusted third parties who help us operate our business. These may include processors acting on our behalf and under written instructions. Examples include:

Payment service providers that handle card or online transactions.
Accounting and bookkeeping providers that support financial administration.
IT, cloud storage, and software providers that store or process operational records.
Communication tools used for email, messaging, or customer service management.
Insurance providers or claims handlers where required for risk management or incident handling.
Professional advisers such as lawyers, auditors, or tax advisers.

We may also disclose information to public authorities, courts, or law enforcement agencies if required by law or if we believe disclosure is necessary to protect our rights, customers, staff, or the public.

Any processor we use must protect personal data with appropriate technical and organisational measures. They are not permitted to use your data for their own purposes.

5. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. The retention period depends on the type of data and the reason we hold it.

Booking and service records are kept for the period needed to complete the service and handle follow-up matters.
Financial and invoicing records are typically retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to manage disputes, service history, and customer support.
Incident or claim information may be kept for longer where needed for insurance, legal defence, or compliance purposes.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it.

6. Security of personal data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed completely secure, we regularly review our safeguards and aim to keep risk to a minimum.

7. Your rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data in certain circumstances.
Restrict how we process your data in some situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you provided to us, where applicable.
Withdraw consent where processing relies on consent.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may complain to the relevant supervisory authority. We encourage you to raise any concerns promptly so they can be addressed.

8. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a move or household arrangement and only where necessary to deliver the service safely. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to remove it.

9. International transfers

Where any service provider stores or processes data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms.

10. 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 processing practices. Any updated version will apply from the date it takes effect. We recommend reviewing this policy periodically so you remain informed about how your data is handled.

11. Summary of our commitment

We respect your privacy and aim to process personal data only when necessary, proportionate, and lawful. We use your information to provide moving services efficiently, keep accurate records, meet legal obligations, and maintain high standards of security. We share data only with trusted processors or when required by law. We also recognise your rights and will respond to valid requests in accordance with data protection legislation.

This policy applies to all Man With Van Gantshill customers in the area. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.