Privacy Policy - Man And A Van Waterloo

This Privacy Policy explains how Man And A Van Waterloo collects, uses, stores, and protects personal data when providing moving and transport services. It applies to all Man And A Van Waterloo customers in the Waterloo area, including individuals who request quotes, book services, receive deliveries, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And A Van Waterloo operates as a local moving and transport service provider. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. The information we collect may include:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking information including moving dates, collection and delivery locations, and service preferences.
Payment information such as transaction details and billing records.
Communication records including enquiries, complaints, service updates, and correspondence.
Service-related details such as access instructions, inventory notes, and special handling requirements.
Technical data if you interact with digital systems, including basic device and usage information.

We normally do not intentionally collect special category data such as information about your health, religion, or political beliefs. If such information is shared with us by necessity, for example to support accessibility or handling needs, we will only process it where lawful and appropriate safeguards apply.

3. How We Collect Your Data

We collect personal data directly from you when you make a booking, ask for a quote, communicate with us, or provide instructions related to your move. We may also receive information from third parties where necessary to deliver our services, such as from payment processors, business partners, or individuals acting on your behalf. In some cases, we may collect information automatically when you use digital communication channels, for example logs or device data used to maintain security and service quality.

4. Why We Use Your Personal Data

We only use personal data when we have a valid lawful basis under data protection law. The purposes for which we may process your data include:

To provide quotations and manage bookings.
To plan, deliver, and complete moving and transport services.
To communicate with you about schedules, service changes, or customer support.
To issue invoices, take payment, and manage accounting records.
To handle complaints, claims, and dispute resolution.
To comply with legal and regulatory obligations.
To improve our services, maintain records, and ensure operational security.

We do 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 and you are informed where required.

5. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

5.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging services, delivering your move, and managing payment and service records.

5.2 Legal Obligation

We may process personal data where necessary to comply with legal obligations, such as tax, accounting, or record-keeping requirements, and to respond to lawful requests from public authorities.

5.3 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. Examples include improving our services, preventing fraud, maintaining security, and managing business operations. When we rely on legitimate interests, we carefully consider the impact on your privacy.

5.4 Consent

In limited cases, we may rely on your consent, for example where it is required by law or where you choose to receive certain optional communications. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors on our behalf. These processors only handle data under our instructions and are required to protect it appropriately. Examples of processors may include:

Payment service providers used to process card or electronic payments.
Accounting and bookkeeping providers who assist with financial records.
IT and cloud service providers who store or support business systems.
Communication service providers who help us send messages or manage enquiries.
Professional advisers such as legal or insurance advisers where necessary.

We may also disclose data where required by law, by court order, or to protect our rights, property, staff, customers, or the public. We do not sell your personal data.

7. International Transfers

If any processor stores or accesses personal data outside the United Kingdom, we will ensure suitable safeguards are in place, such as adequacy regulations or approved contractual protections, to maintain an appropriate level of data protection.

8. Data Retention

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

Booking and service records are generally kept for a period necessary to manage the customer relationship and resolve any service issues.
Financial and tax records are kept for the period required by law.
Enquiry and communication records may be retained for a reasonable period to support customer service and dispute handling.

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

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes. While we take reasonable steps to secure your data, no method of transmission or storage is entirely risk-free.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to limitations or exemptions depending on the circumstances.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data in certain cases.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request that we provide certain data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal requirements. We may need to verify your identity before acting on your request.

11. Marketing Communications

If we send optional marketing communications, we will only do so where permitted by law. You may opt out of such messages at any time. Even if you opt out of marketing, we may still send service-related communications that are necessary for booking, billing, or customer support.

12. Children’s Data

Our services are intended for adults and businesses arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arranged by an adult, and only to the extent required for that service.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or services. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we use personal data.

14. Summary of Our Commitment

Man And A Van Waterloo is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to provide our services, use it only where we have a lawful basis, retain it only as long as necessary, and respect your data protection rights. This policy applies to all Man And A Van Waterloo customers in the Waterloo area and forms part of our approach to safeguarding privacy and trust.