Privacy Policy - Man And Van Whitecity

This Privacy Policy explains how Man And Van Whitecity collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Whitecity customers in the area, including individuals who request quotes, make bookings, or otherwise use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We aim to collect only the information necessary to provide moving, transport, loading, unloading, and related services efficiently and safely.

1. Information We Collect

We may collect and process different categories of personal data depending on how you interact with us. This may include:

Identity data such as your name and title.
Contact data such as your telephone number and email address.
Address data such as collection, delivery, billing, and service location details.
Booking and service data such as requested dates, times, item descriptions, property access information, and service instructions.
Payment and transaction data such as payment method, billing records, and transaction references.
Communication data such as messages, complaints, enquiries, and correspondence.
Technical data such as IP address, device information, browser type, and basic usage information if you contact us through digital channels.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless we are required to process such information for a lawful reason. If you choose to share sensitive information, we will treat it with appropriate care and confidentiality.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, manage, and complete services;
to communicate about bookings, changes, delays, and service updates;
to process payments, invoices, and account records;
to maintain business records and fulfil contractual obligations;
to handle complaints, disputes, and customer support requests;
to improve our services, procedures, and customer experience;
to meet legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, or unauthorised activity;
to establish, exercise, or defend legal claims where necessary.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that doing so is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following legal bases:

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, confirming bookings, delivering services, and managing customer accounts and payments.

Legal obligation

We may process data where required to comply with legal obligations, such as tax, accounting, record-keeping, insurance, or lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests or those of a third party, provided your interests and rights do not override them. Examples include improving our operations, preventing fraud, managing customer relationships, and protecting our business.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or where the law requires it. Where processing is based on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing Your Information

We may share personal data with trusted third parties when necessary for business operations and service delivery. These may include:

Payment providers for handling transactions securely;
IT and cloud service providers for data storage, communication, and administrative tools;
Accountants and professional advisers for financial, audit, or legal support;
Insurance providers where claims or risk management require information;
Subcontractors or service partners who assist with delivering booked services;
Authorities or regulators where disclosure is required by law.

We only share the minimum information necessary and require processors and other third parties to protect personal data and use it only for authorised purposes.

5. Data Processors

Where we use third-party organisations to process personal data on our behalf, those organisations act as data processors. They may store, transmit, or otherwise handle data only under our instructions and in compliance with applicable data protection law.

Examples of processor activities may include secure hosting, email services, scheduling systems, payment processing, and document management. We take reasonable steps to ensure that processors provide appropriate technical and organisational safeguards, including confidentiality obligations, access controls, and security measures.

We do not sell your personal data. Any processor we use is expected to process data only to the extent necessary to provide its services to us and not for its own unrelated purposes.

6. International Transfers

In some cases, personal data may be stored or processed outside the UK. If this occurs, we will ensure that suitable safeguards are in place, such as approved contractual protections or equivalent legal measures, so that your data remains protected to a standard consistent with UK GDPR requirements.

7. Data Retention

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

In general:

quotation and enquiry records may be kept for a limited period to manage follow-up and service administration;
booking and contract records may be retained for the duration of the service relationship and for a reasonable period after completion;
financial and tax-related records are retained for the period required by law;
complaint or dispute records may be kept until the matter is resolved and any related limitation period has ended;
technical or security logs are retained only as long as needed for operational and safety purposes.

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

8. Data Security

We use appropriate organisational and technical measures to help protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, password protection, secure storage, staff confidentiality obligations, and regular review of our procedures.

While no method of transmission or storage is completely risk-free, we work to maintain a level of security appropriate to the nature of the information we process.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. Subject to legal conditions and exemptions, these may include:

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 information;
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 situations;
Right to object - to object to processing based on legitimate interests or direct marketing;
Right to data portability - to request transfer of certain data to you or another controller;
Right to withdraw consent - where processing is based on consent;
Right to complain - to raise concerns with the relevant data protection supervisory authority.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and will provide our explanation if we are unable to fulfil a request in full.

10. Children’s Data

Our services are not intended to be directed at children, and we do not knowingly collect personal data from children as part of our normal business activities. If we become aware that we have inadvertently collected such information without a valid basis, we will take appropriate steps to delete or secure it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Our Commitment to Privacy

We take privacy seriously and aim to process personal data in a responsible and transparent way. For all Man And Van Whitecity customers in the area, our objective is to provide services while respecting personal information, preserving trust, and meeting our legal obligations. If you continue to use our services, we will treat your information in line with this Privacy Policy and with applicable data protection law.

This policy is intended to explain our general privacy practices and should be read together with any specific terms that apply to the services you request.