Privacy Policy - Man With Van Stanmore

This Privacy Policy explains how Man With Van Stanmore collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Stanmore customers in the area, including individuals and businesses who enquire about, book, or receive our moving and van services. We are committed to handling personal data in a fair, transparent, and lawful manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Stanmore is a service provider offering removals, transport, and related moving support. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is used. In some cases, we may also act as a data processor when processing data strictly on behalf of a customer or business client under instructions.

2. Personal Data We Collect

We only collect personal data that is necessary for running our services, managing customer relationships, and meeting legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Identity data, such as your name, title, and any business name you provide.
Contact data, such as your address, email address, and telephone number.
Service details, such as moving dates, collection and delivery locations, property access details, inventory lists, and special handling requirements.
Payment and billing data, such as payment status, invoice details, and transaction references.
Communication data, such as messages, quotes, complaints, feedback, and records of correspondence.
Technical data, such as device information, IP address, and basic usage information if you interact with digital systems used to manage enquiries.
Special category data only where strictly necessary and where you choose to disclose it, for example if it is relevant to access arrangements, health-related handling needs, or security concerns.

We do not intentionally collect more data than is required to deliver our services. If you provide information about third parties, such as family members, landlords, business staff, or building managers, you are responsible for ensuring that you have the authority to share that information with us.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and arrange moving services.
To plan, deliver, and manage jobs efficiently and safely.
To communicate with you about bookings, changes, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, and customer support requests.
To comply with legal, tax, insurance, and regulatory requirements.
To improve service quality, manage operations, and prevent fraud or misuse.

We will only use your personal data for the purposes for which it was collected unless we reasonably believe another compatible purpose applies or we are required by law to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, Man With Van Stanmore relies on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing moves, and managing payment arrangements.

Legal Obligation

We process certain data to comply with legal obligations, including accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

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

Consent

In limited cases, we may rely on your consent, particularly for optional communications or where special category data is involved and no other lawful basis is appropriate. Where consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the nature of the information and the legal or operational need to keep it.

Customer and booking records are generally retained for the period needed to manage the service and deal with any follow-up matters.
Financial records are retained for the period required by tax and accounting laws.
Complaint, claim, or dispute records may be kept longer where needed to resolve issues or defend legal claims.
Communication records are retained for a reasonable period to maintain service history and accountability.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures. Retention is always reviewed on a practical and legal basis, rather than being kept indefinitely.

6. Processors and Third Parties

We may share personal data with trusted third parties who help us operate our services. These parties act as processors when they process data on our behalf and under our instructions. They are required to handle data securely and use it only for the specified purpose.

Examples of processors and third parties may include:

Payment providers used to process transactions.
Accounting and bookkeeping services used for financial administration.
IT and hosting providers used to store or support records and systems.
Communication tools used to manage emails, messages, or scheduling.
Insurance providers and professional advisers where required to manage claims or legal matters.

We may also disclose data to law enforcement, regulators, courts, or other authorities when required by law. If data is shared with a third party outside the UK, we will take appropriate safeguards to protect it.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we work to ensure that your personal data is handled with care and in line with data protection principles.

8. Your Rights

You have a number of rights under data protection law in relation to your personal data. These rights may apply depending on the legal basis and the circumstances of processing:

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 personal data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

We may need to verify your identity before responding to a rights request. In some cases, legal obligations or legitimate business needs may mean we cannot fully comply, but we will explain our position clearly.

9. Marketing and Communications

We do not use personal data for unnecessary marketing. If we send service-related messages, they are generally necessary for the delivery of our services and not promotional in nature. Where optional marketing communication is offered, you may opt out at any time.

10. Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a service arrangement and provided by an adult with authority to do so. If we become aware that data has been collected inappropriately, we will take steps to remove it where required.

11. Changes to This Privacy 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 published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Stanmore is committed to processing personal data responsibly, transparently, and securely. We only collect what we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where legally required. All customers in the Stanmore area can expect their personal data to be treated with respect and in line with applicable privacy law.