Privacy Policy - Man With Van Foresthill

This Privacy Policy explains how Man With Van Foresthill collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Foresthill customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our business.

We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand your rights and our responsibilities when processing your information.

1. Who We Are

Man With Van Foresthill provides removal, delivery, and transport-related services to customers in Foresthill and surrounding local areas. In the context of data protection law, we act as the data controller for the personal data we collect and use for our own business purposes.

We only process personal data where we have a valid legal reason to do so and only for purposes that are necessary for operating our services.

2. Personal Data We Collect

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

Identity details such as your name and title.
Contact details such as your address, telephone number, and email address.
Service information including move dates, property access details, item lists, special handling instructions, and service preferences.
Payment information such as billing details and transaction records. We do not keep unnecessary full payment card details if a payment provider processes them on our behalf.
Communication records including emails, messages, notes from phone calls, and enquiry forms.
Booking and account records such as quotes, invoices, service history, and correspondence.
Technical data if you interact with us through digital channels, such as device information or basic usage data needed for security and service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you provide it voluntarily, for example where it is relevant to access needs or service arrangements. If such data is ever required, we will ensure that an appropriate lawful basis and additional protection applies.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes, assess service requirements, and manage bookings.
To carry out moving and transport services safely and efficiently.
To communicate with customers about arrangements, timings, access, and service updates.
To issue invoices, manage payments, and maintain business records.
To respond to enquiries, feedback, and complaints.
To meet legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity and to protect our staff, customers, and property.
To improve our services, operations, and customer experience.

We do not use personal data for purposes that are incompatible with those described in this policy.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, we rely on one or more of the following:

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 a move, and managing payment or service-related communications.

Legal Obligation

We may process data where required to comply with legal duties, such as tax, accounting, recordkeeping, insurance, or lawful business documentation requirements.

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. Examples include managing and improving our services, maintaining security, handling customer enquiries, and preventing fraud or misuse.

Consent

In limited situations, we may rely on your consent, for example if it is needed for a specific optional processing activity. Where we rely on consent, you may withdraw it at any time, and we will stop the relevant processing unless another lawful basis applies.

We carefully assess each processing activity to ensure the correct legal basis is used.

5. Sharing Your Data and Processors

We may share personal data with third parties only when necessary and appropriate. These third parties may act as processors or, in some cases, independent controllers.

Our processors may include:

IT and cloud service providers that store or support our records and communications.
Accounting and bookkeeping providers that assist with financial administration.
Payment processors that handle transactions securely.
Business support providers that help us manage scheduling, administration, or customer communications.
Professional advisers such as insurers, accountants, or legal advisers where necessary.

We require processors to handle data securely, use it only on our instructions, and maintain appropriate confidentiality and technical safeguards. Where data is shared with independent third parties, we do so only when there is a lawful reason and appropriate protections are in place.

We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

Retention periods depend on the nature of the information and the purpose of processing. For example:

Enquiry and quote records may be kept for a reasonable period to manage follow-up questions and business administration.
Booking, invoice, and transaction records may be kept for tax and accounting compliance.
Communication records may be kept where needed to evidence service arrangements or resolve disputes.

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

7. Data Security

We take reasonable 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 appropriate data handling procedures.

Although no system is completely risk-free, we work to ensure that personal information is protected to a standard appropriate to the sensitivity of the data and the risks involved.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 certain cases.
Right to object — to object to processing based on legitimate interests or to certain types of direct processing.
Right to data portability — to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent — where processing is based on consent, you can withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. If you make a request, we will respond in accordance with applicable law and may ask for information to verify your identity before fulfilling the request.

9. Children’s Data

Our services are intended for adults who are arranging moving or transport services. We do not knowingly collect personal data from children except where it may appear incidentally in service-related records, and only where necessary. If we become aware that we have collected personal data from a child without appropriate basis, we will take reasonable steps to delete it.

10. International Transfers

Where any processor or service provider stores or accesses personal data outside the UK, we will ensure that suitable safeguards are used, such as an adequacy decision or other approved transfer mechanism, to protect your information to a standard required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to all Man With Van Foresthill customers in the area from the date it becomes effective. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

12. Summary of Our Commitments

We collect only the data needed to provide our services and manage our business responsibly.
We use personal data lawfully and only for clear, legitimate purposes.
We retain data for no longer than necessary and then delete or anonymise it securely.
We work with trusted processors under appropriate safeguards.
We respect your rights and aim to make it easy to exercise them.

By using our services, you acknowledge that your personal data may be processed as described in this policy.