Privacy Policy - Man And Van Newaddington

This Privacy Policy applies to all Man And Van Newaddington customers in the area. It explains how we collect, use, store, share, and protect personal data when you use our moving, delivery, transport, and related services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Newaddington provides local man and van services, including removals, item transport, loading and unloading, collection, and delivery support. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services.

This means we decide why and how personal data is processed. We only collect data that is necessary for the services we provide and for legitimate business and legal purposes.

2. Personal Data We Collect

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

Identity details such as your name and, where needed, the name of a business or property contact.
Contact details such as telephone number, email address, and service address.
Service information including booking details, collection and delivery addresses, moving requirements, dates, times, item descriptions, and access notes.
Payment information such as transaction records, billing details, and payment confirmations.
Communication records including emails, messages, call notes, and any instructions you give us.
Vehicle and logistics information where relevant to planning and carrying out the service safely and efficiently.
Technical data if you interact with us through digital systems, such as device information, IP address, or usage logs.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if it is relevant to access arrangements or service delivery. If such information is provided, we will treat it with extra care and only process it where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, schedule jobs, and manage bookings.
To carry out moving and transport services safely and efficiently.
To communicate with you about the service, including arrival times, instructions, and changes.
To process payments, issue invoices, and maintain financial records.
To deal with queries, complaints, claims, and customer support requests.
To comply with legal and regulatory obligations.
To maintain records, improve service quality, and support internal business administration.
To protect against fraud, misuse, or unlawful activity.

We only process personal data where we have a valid legal reason to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. We rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, planning the move, completing transport services, and handling payment-related matters.

Legal Obligation

We process certain data to comply with legal requirements, such as tax records, accounting rules, and other obligations imposed by law.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service improvement, maintaining records, customer support, fraud prevention, and business administration.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information or agree to a particular use that is not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties when necessary to deliver our services or operate our business.

These third parties may act as data processors or independent controllers depending on the circumstances. Processors only act on our instructions and are required to keep your data secure and use it only for agreed purposes.

Examples of processors and service providers may include:

Payment processors that handle card or bank transactions.
Accounting and bookkeeping providers used for financial administration and tax compliance.
IT and cloud service providers that support secure storage, communication, and system management.
Scheduling or customer management tools used to organise bookings and service records.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities if we are required to disclose information by law or to protect legal rights.

Where personal data is shared with processors, we take steps to ensure appropriate contractual protections are in place, including confidentiality, security, and data handling obligations.

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 operational requirements.

In deciding how long to keep data, we consider:

the nature of the service provided,
legal retention requirements,
the need to resolve disputes or claims,
tax and accounting obligations,
the amount and sensitivity of the data.

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention periods may vary depending on the type of record and the reason it is held.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our handling practices.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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

Not all rights apply in every situation. Some requests may be limited by legal obligations, contractual necessity, or the rights of others. We will respond to requests in accordance with applicable law.

9. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidentally included in booking or property access information. If we become aware that we have collected such data without a lawful reason, we will take appropriate steps to delete it.

10. International Transfers

Where personal data is processed by providers located outside the UK, we will ensure suitable safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any updates will take effect when published or otherwise communicated to you. We encourage you to review the policy periodically to stay informed.

12. Summary of Our Commitment

Man And Van Newaddington is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, use it for clear and legitimate purposes, and retain it only for as long as necessary. We also work with trusted processors under appropriate safeguards and respect your rights under data protection law.

This policy applies to all Man And Van Newaddington customers in the area. If you use our services, we will handle your personal information in line with this Privacy Policy and the applicable laws governing data protection.