Privacy Policy - Man With Van Parsonsgreen

Man With Van Parsonsgreen is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information when we provide our moving, transport, and related services. It applies to all Man With Van Parsonsgreen customers in the area, including prospective customers, current customers, and anyone who communicates with us in connection with our services.

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy is intended to help you understand what we do with your information and what rights you have.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and what services you request. The information we collect may include:

Identity information such as your name, title, and business name if applicable.
Contact details such as your address, email address, and telephone number.
Service information including collection and delivery addresses, property access details, inventory details, moving dates, and special handling instructions.
Billing and payment information such as invoice details, payment confirmations, and transaction records.
Communication records including emails, call notes, messages, and any feedback or complaints you provide.
Technical information such as basic website or device data if you contact us online, including IP address, browser type, and usage data where applicable.
Safety and operational information such as details required to carry out a move safely, for example access restrictions, parking needs, or fragile item notes.

In some cases, we may also receive information from third parties, such as estate agents, landlords, business partners, payment providers, or referral sources, where this is necessary for arranging or delivering our services.

2. How We Use Your Data

We use personal data only where we have a valid legal basis and a clear purpose. Our uses of your data may include:

Providing quotes and arranging moving services.
Managing bookings, scheduling, and service delivery.
Communicating with you about your move or enquiry.
Preparing invoices, processing payments, and maintaining financial records.
Coordinating logistics, staff, and third-party services involved in your move.
Handling complaints, disputes, or service issues.
Meeting legal, tax, accounting, and insurance obligations.
Improving our services, internal processes, and customer experience.
Preventing fraud, misuse, and unlawful activity.

We do not use your data for purposes that are incompatible with those listed above without informing you or, where required, obtaining your permission.

3. Lawful Basis for Processing

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

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging your move, and carrying out services you have requested.

Legal Obligation

We may process personal data where needed to comply with legal duties, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving services, managing operations, maintaining security, and responding to enquiries or complaints.

Consent

In limited cases, we may rely on your consent, for example for certain marketing communications or optional processing. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

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

Processors may include:

IT and cloud service providers who host systems, store data, or support communication tools.
Payment service providers who process card or online payments securely.
Accounting and bookkeeping providers who assist with invoices, tax records, and financial reporting.
Scheduling, logistics, or administration providers who help manage bookings and operational planning.
Professional advisers such as lawyers, insurers, or auditors where required for legal, insurance, or compliance purposes.

We may also disclose personal data if required by law, to comply with a court order, or to protect our rights, property, staff, customers, or the public.

Where third parties process data on our behalf, they are required to keep it confidential, use it only for instructed purposes, and implement appropriate technical and organisational security measures.

5. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place before such transfers occur. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, and operational requirements. Retention periods depend on the type of information and the reason we hold it.

In general:

Customer enquiry records may be kept for a limited period after the enquiry ends.
Booking, service, and payment records may be retained for several years to meet contractual and tax obligations.
Complaint, dispute, and claim records may be kept for longer where needed to defend legal rights or manage insurance matters.
Marketing preferences are kept until you opt out or withdraw consent.

When data is no longer required, we will securely delete, anonymise, or destroy it.

7. Security of Your Information

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff confidentiality obligations. While no system can be guaranteed completely secure, we review our safeguards regularly and update them where necessary.

8. Your Rights

Depending on your location and the circumstances of processing, you have certain rights regarding your personal data. These may 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 – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain data in a portable format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with applicable data protection law. We may need to verify your identity before acting on a request. In some cases, legal exceptions may mean we cannot fully comply, but we will always explain our decision.

9. Marketing Preferences

We may send limited service-related communications where necessary to manage your booking or account. If we send marketing communications, you can opt out at any time. We will respect your choice and update our records accordingly. We do not send unsolicited marketing without a lawful basis.

10. Cookies and Similar Technologies

If we operate an online presence that uses cookies or similar tools, these may be used for basic functionality, security, and analytics. Where consent is required, we will ask for it before placing non-essential cookies. You can manage cookie settings through your browser or device controls.

11. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary in the context of a household move and provided by an adult responsible for the service. If we learn that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we protect your information.

13. Contact and Complaints

If you have concerns about how we handle your personal data, you can raise them with us so we can review and respond appropriately. You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed.

Man With Van Parsonsgreen values trust, transparency, and responsible data handling. We will always aim to process personal data fairly, lawfully, and securely, and only for the purposes necessary to deliver our services and meet our obligations.