Privacy Policy - Man With Van Old Ford

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

1. Who We Are

Man With Van Old Ford is a service provider that handles personal information in connection with removals and transport work. For the purposes of the UK GDPR and the Data Protection Act 2018, we are the data controller for the personal data described in this Policy, meaning we decide why and how your data is used.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for delivering our services and managing our business. The categories of information we may collect include:

Identity data, such as your name and title.
Contact data, such as your phone number, email address, and service address.
Booking and service data, including moving dates, collection and delivery details, item descriptions, access notes, and service preferences.
Payment data, such as payment status, transaction references, and billing records. We do not usually store full card details if a third-party payment provider is used.
Communication data, including emails, messages, call notes, and any feedback or complaints you send us.
Vehicle and property access information, where necessary for loading, unloading, parking, or entry arrangements.
Technical data, if you interact with our digital systems, such as basic device or usage information collected for security and service management.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless another lawful basis permits it. If such data is ever provided incidentally, we will treat it with appropriate care and stronger safeguards.

3. How We Use Personal Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and complete moving or transport services.
To communicate with you about bookings, timings, and service updates.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, claims, disputes, and customer support matters.
To improve our service quality, planning, and operational efficiency.
To maintain safety, prevent fraud, and protect our business, staff, and customers.
To comply with legal, tax, insurance, and regulatory obligations.

We will not use your personal data for purposes that are incompatible with those stated in this Policy unless we have a valid lawful basis and, where required, your consent.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your 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 taking bookings, confirming arrangements, carrying out the move, and managing payment or service issues.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include improving our services, managing our operations, protecting against fraud, and keeping appropriate business records.

Legal Obligation

We may need to process and retain certain information to comply with legal obligations, such as tax, accounting, insurance, and record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, for example where you provide optional information that is not necessary for service delivery or where consent is needed for a specific processing activity. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary to run our business and provide services. These third parties act as processors or independent controllers depending on the context.

Processors we may use include:

Payment processors, to handle secure transactions.
IT and cloud service providers, to store data, manage communications, and support systems.
Accounting and invoicing providers, to manage financial records.
Scheduling or administration tools, to organise bookings and customer records.
Professional advisers, such as accountants, insurers, or legal advisers, where necessary.
Authorities or regulators, where disclosure is required by law or necessary to protect rights, safety, or property.

Where processors are used, we require them to handle personal data securely, only on our instructions, and in accordance with applicable data protection law. They are not permitted to use your data for their own unrelated purposes.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of information and the reason it was collected.

In general:

Quote and booking records may be kept for a reasonable period after the service ends.
Invoices, payment, and tax records are typically retained for the period required by law.
Customer correspondence and complaints may be retained for as long as needed to resolve matters and demonstrate service handling.
Data no longer needed is securely deleted, anonymised, or otherwise disposed of safely.

If we are required to retain data because of a legal claim, dispute, or regulatory obligation, we may keep it for longer than the standard retention period.

7. 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, limited staff access, and careful handling of records. While no system can be guaranteed completely secure, we aim to maintain a level of protection appropriate to 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 direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise a concern with a data protection supervisory authority if you believe your rights have been infringed. However, we would appreciate the opportunity to address your concerns first.

9. Children’s Data

Our services are intended for adults and business or household customers arranging moving services. We do not knowingly collect personal data from children unless it is necessary in a family-related service context and lawfully provided by an adult responsible for the booking.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically to stay informed.

11. Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, you may raise your request through our normal customer communication channels. We will respond in accordance with applicable data protection law and aim to resolve concerns fairly and promptly.

Man With Van Old Ford is committed to handling personal data lawfully, fairly, and transparently. We respect your privacy and process your information only when necessary for providing our services, meeting our obligations, and protecting the rights of all parties involved.