Privacy Policy - Man With Van Oldoakcommon

This Privacy Policy explains how Man With Van Oldoakcommon collects, uses, stores, shares, and protects personal data when providing moving, removal, delivery, packing, and related services. This policy applies to all Man With Van Oldoakcommon customers in the area, including individuals, households, landlords, tenants, and business clients who request our services or interact with us in connection with a booking, quotation, or service enquiry.

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. We also aim to ensure that privacy is respected throughout the service relationship, from initial contact through to completion of the job and any necessary follow-up.

1. Data We Collect

We collect only the personal data necessary to provide and manage our services. The information we may collect includes:

Identity details such as your name, title, and business name where relevant.
Contact details such as telephone number, email address, and service address.
Booking and service details including moving dates, property access information, inventory notes, and service preferences.
Payment information such as billing details and transaction records. We do not store card security codes.
Communication records including emails, messages, complaint details, and notes from telephone calls.
Operational information such as photographs taken for service planning, load assessment, or damage records where necessary.
Technical data such as basic website or device information if you submit an enquiry through an online form, where applicable.

We do not intentionally collect special category data unless it is provided by you and is required for a specific service-related reason. If such information is received accidentally, we will handle it with appropriate care and only keep it where there is a lawful basis to do so.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To manage bookings, schedule jobs, and coordinate staff or subcontractors.
To deliver moving and removal services safely and efficiently.
To process payments, issue invoices, and maintain financial records.
To communicate with you about your booking, changes, delays, or service updates.
To handle complaints, claims, or disputes.
To maintain internal records, improve service quality, and support business operations.
To comply with legal obligations, including tax, accounting, and record-keeping requirements.

We will not use your personal data for purposes that are incompatible with the original reason it was collected, unless we have a lawful basis to do so and it is fair and reasonable in the circumstances.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the nature of the activity, Man With Van Oldoakcommon may rely on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, moving items, and completing related services.

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 business administration, service improvement, record management, fraud prevention, and resolving service issues.

Legal Obligation

We process and retain certain records where required to comply with legal obligations, such as accounting, taxation, insurance, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive optional marketing communications. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties when necessary to operate our business and deliver services. These third parties act as processors or independent controllers depending on the service they provide. We only share what is necessary and ensure appropriate contractual and security safeguards are in place.

Examples of processors and service providers may include:

Payment processors who handle secure card or transfer transactions.
Accounting and bookkeeping providers who assist with invoices, taxes, and financial reporting.
IT and cloud storage providers who support secure data storage, email, and operational systems.
Scheduling and communication tools used to manage bookings and service updates.
Subcontractors or crew members where required to complete a booking, subject to confidentiality and data protection obligations.
Professional advisers such as insurers, legal advisers, or auditors when necessary.

We may also disclose information where required by law, to public authorities, law enforcement, or courts, or to protect our rights, staff, customers, or property. We do not sell your personal data.

5. International Transfers

Where any processor stores or accesses data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. These may include approved contractual protections and measures to ensure an adequate level of data protection.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. The retention period depends on the type of data and the reason it was obtained.

Booking and service records are typically kept for a reasonable period to manage customer history, disputes, and operational needs.
Financial and tax records are retained for the period required by law.
Complaint and claim records may be kept longer where needed to defend legal claims or resolve disputes.
Marketing preferences are kept until you withdraw consent or object, as applicable.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and careful handling of paper and electronic records. While no system can be guaranteed completely secure, we work to reduce privacy risks and respond promptly to suspected incidents.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your data in certain circumstances.
Restriction of processing where conditions apply.
Object to processing based on legitimate interests or direct marketing.
Data portability in relation to certain data you have provided to us.
Withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before fulfilling your request. In some cases, we may not be able to comply fully if legal obligations require us to keep certain information.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is unavoidable in the context of a household move and only to the extent necessary for service delivery. Where such information is processed, we do so with appropriate care and only for legitimate business purposes.

10. Third-Party Links and External Services

Where we use external tools or services to support our operations, those third parties may process personal data according to their own privacy terms. We encourage you to review the privacy information of any third-party service where relevant. We are not responsible for the privacy practices of websites or services we do not control.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The latest version will apply to your data from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your personal information.

12. Summary of Our Commitment

Man With Van Oldoakcommon is committed to treating your personal data with respect, keeping it secure, and using it only where there is a lawful and necessary reason. We collect the minimum information needed, share it carefully with trusted processors, retain it only as long as necessary, and support your rights under data protection law. This policy applies to all Man With Van Oldoakcommon customers in the area and is intended to provide a clear and fair explanation of how we handle privacy matters.

Last updated: 2026