Privacy Policy - Man And A Van Acton

This Privacy Policy explains how Man And A Van Acton collects, uses, stores, shares, and protects personal data when providing removals, deliveries, packing, loading, unloading, and related services. It applies to all Man And A Van Acton customers in the area, including individuals, households, landlords, tenants, homeowners, businesses, and anyone else who uses our services or communicates with us in connection with a booking, quote, or service request.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what data we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights available to you.

1. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. The types of personal data we may collect include:

Identity details such as your name and title
Contact details such as your address, email address, and telephone number
Booking information including service date, collection and delivery addresses, item descriptions, and access details
Payment information such as billing address and payment status; card details are usually processed by secure payment providers rather than stored by us
Communication records including emails, phone call notes, and messages relating to quotes, bookings, complaints, or service updates
Service and operational information such as job notes, special handling instructions, and evidence needed to complete the move
Technical data if you interact with digital systems we use, including device and usage information where applicable

We may also collect limited information about property access, parking arrangements, and move logistics where required to carry out the service safely and efficiently. In some cases, you may provide personal data relating to third parties, such as a partner, housemate, landlord, or recipient of goods. Please ensure that you have permission to share their information with us when necessary.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements
To confirm and manage bookings
To perform removals, transport, packing, loading, unloading, and related work
To communicate with you about schedules, access issues, or service changes
To process payments, refunds, or outstanding balances
To maintain internal records and business administration
To handle complaints, disputes, and insurance-related matters
To meet legal, tax, accounting, and regulatory obligations
To improve service quality, staff training, safety, and operational planning

We do not use your personal data for purposes that are incompatible with the reasons it was originally collected, unless we have a lawful basis to do so and you would reasonably expect such use.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we may rely on one or more of the following grounds:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging services, carrying out moves, and taking payment.

Legal Obligation

We may process data where required to comply with legal duties, including accounting, tax, record-keeping, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights and interests do not override those interests. Examples include internal administration, service improvement, communication management, and safeguarding our business against misuse or claims.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate to send certain marketing communications or to process optional information. Where consent is used, you may withdraw it at any time.

Where special category data or highly sensitive information is involved, we will only process it when a lawful condition applies and when it is necessary for the specific purpose for which it was provided.

4. Sharing Your Data and Processors

We may share personal data only when necessary and only with trusted parties that assist us in delivering our services or meeting legal obligations. These parties may act as data processors or independent controllers depending on the circumstances.

Processors may include:

Payment processors that handle card or online payment transactions
Booking and administration software providers that store or manage service records
IT and cloud service providers that support secure data storage and communications
Professional advisers such as accountants, insurers, solicitors, or compliance advisers
Subcontractors or operational partners who help deliver the service under our instructions

We require processors to protect personal data, use it only on our instructions, and implement appropriate technical and organisational security measures. We do not sell your personal data. If data must be shared with emergency services, regulators, law enforcement, or courts, we will do so only where required or permitted by law.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, insurance, or operational requirements. Retention periods can vary depending on the type of data and the nature of the service provided.

In general:

Booking, invoice, and payment records may be kept for the period required by tax and accounting law
Communication and service records may be retained for a reasonable time to manage follow-up queries, complaints, or claims
Safety, incident, and insurance-related records may be kept longer where needed to defend or establish legal claims

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and controlled manner.

6. Data Security

We take appropriate steps to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. Measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place, such as adequacy regulations or approved contractual protections. Any such transfer will be carried out in line with applicable data protection requirements.

8. Your Rights

You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and exemptions, these rights include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to request correction of 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 some 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 provider
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly. We would, however, appreciate the opportunity to address any concern directly before you contact the ICO.

9. Children’s Data

Our services are intended for adults and business customers arranging removals or related transport services. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in connection with a move or household arrangement. If we become aware that we have collected child data without an appropriate lawful basis, we will take steps to delete or protect it as required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we handle personal data. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitments

In summary, Man And A Van Acton only collects personal data that is necessary to provide reliable moving and transport services. We use it on lawful grounds, keep it secure, retain it only for as long as needed, and share it only with trusted processors or where the law requires it. We respect your privacy and your rights, and we aim to handle every customer’s information with care, transparency, and accountability.

By using Man And A Van Acton services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.