Privacy Policy - Man With Van Shootershill

This Privacy Policy explains how Man With Van Shootershill collects, uses, stores, shares, and protects personal data relating to our customers, prospective customers, and other individuals who interact with our services. This policy applies to all Man With Van Shootershill customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives moving, transport, loading, unloading, or related support from us.

We are committed to handling personal information in a fair, transparent, and lawful manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need, use it only for clear and legitimate purposes, and keep it only for as long as necessary.

1. Information We Collect

We may collect personal data directly from you, from third parties acting on your behalf, or automatically when you communicate with us. The categories of data we may collect include:

Identity information, such as your name and any business name you provide.
Contact details, such as address, email address, and telephone number.
Service and booking information, including move dates, locations, property access details, inventory descriptions, and special handling requirements.
Payment and transaction information, such as billing records and payment confirmation details.
Communication records, including emails, messages, call notes, and any feedback or complaints you send to us.
Operational information, including vehicle allocation, route planning, service notes, and staff assignments relevant to completing your booking.
Technical information, where applicable, such as device or browser information if you interact with digital systems used by us or our service providers.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily or it is required for a specific service-related reason. If such information is ever received, it will be handled with additional care and appropriate safeguards.

2. How We Use Personal Data

We use personal data only where we have a lawful basis to do so. Typical uses include:

Providing quotations and responding to enquiries.
Managing bookings, scheduling services, and delivering moving or transport services.
Processing payments, issuing invoices, and maintaining business records.
Communicating important information about your service, including schedule changes or access requirements.
Handling complaints, resolving disputes, and maintaining quality standards.
Protecting against fraud, misuse, or unlawful activity.
Complying with legal, tax, accounting, and regulatory obligations.
Improving our operations, training staff, and managing customer service standards.

We will 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 where required, we have informed you.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for every activity involving personal data. We may rely on one or more of the following:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and managing related service communications.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service administration, operational planning, record keeping, customer support, and protecting our business from fraud or abuse. We always consider whether our interests are proportionate and whether your privacy impacts are minimal.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, insurance, or record-keeping laws.

Consent

In limited circumstances, we may rely on your consent, particularly where the law requires it. If we do, you have the right to withdraw consent at any time. Withdrawing consent will not affect processing already carried out before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us provide our services. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Processors may include:

Payment service providers who process transactions securely.
Accounting and bookkeeping providers who assist with financial records and compliance.
IT, hosting, and software providers who support our systems, storage, and communications.
Customer service tools used to manage enquiries, booking records, and service notes.
Professional advisers, such as legal, tax, insurance, or audit advisers where necessary.
Subcontractors or operational partners involved in completing a booking, where this is needed to provide the service.

Where processors handle data on our behalf, they are only permitted to use it according to our instructions and must keep it secure. We do not sell personal data.

We may also disclose personal data where required by law, court order, law enforcement request, or to establish, exercise, or defend legal claims.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are generally kept for a reasonable period to manage follow-up matters, complaints, and business records.
Financial and tax records are retained for the period required by applicable law.
Communication records may be kept for customer service, evidential, or quality purposes.
Unused enquiry records may be retained for a limited time before being securely deleted or anonymised.

When data is no longer needed, we will securely delete, destroy, or anonymise it. If retention is extended due to legal claims, disputes, or regulatory requirements, we will keep the data only for as long as that need continues.

6. 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, staff confidentiality obligations, and careful management of third-party service providers.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs and it is likely to result in a high risk to your rights and freedoms, we will take appropriate steps in line with applicable law.

7. Your Rights

Subject to legal conditions and exceptions, you have several rights regarding your personal data. These 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 ask us to delete your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format and, where applicable, request transfer to another controller.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise your rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

8. Children’s Data

Our services are intended for adults and business or household customers arranging moving services. We do not knowingly collect children’s personal data unless it is unavoidably provided as part of a service booking and is necessary for delivery of the service. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We take steps to ensure transferred data receives a level of protection consistent with applicable law.

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 revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Key Commitments

In summary, Man With Van Shootershill only processes personal data for clear and lawful purposes, keeps it secure, shares it only with trusted processors when necessary, and retains it only for as long as needed. We respect your rights and aim to handle all personal information in a transparent and responsible way.

This policy applies to all Man With Van Shootershill customers in the area.