Privacy Policy - Man With Van Loxford

This Privacy Policy explains how Man With Van Loxford collects, uses, stores, shares, and protects personal data in connection with our moving and transportation services. It applies to all Man With Van Loxford customers in the area, including individuals, households, tenants, landlords, and business customers who use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important note: By using our services, requesting a quote, or communicating with us in connection with a move, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Information We Collect

We collect only the personal data that is necessary to provide and manage our services, respond to enquiries, fulfil bookings, and meet legal obligations. The categories of data we may collect include:

Identity information: your name, title, and where relevant, business name.
Contact information: address, email address, telephone number, and other communication details you provide.
Service details: move date, collection and delivery addresses, property access notes, inventory details, and any special handling requirements.
Payment information: limited billing and transaction details required to process payments and maintain financial records. We do not knowingly store unnecessary sensitive payment data.
Communication records: messages, call notes, complaint records, feedback, and correspondence with us.
Technical and usage information: when you use our digital services, we may collect IP address, browser type, device information, and basic log data for security and performance purposes.
Security and verification data: information needed to prevent fraud, confirm identity, and protect our business and customers.

We do not intentionally collect special category personal data unless it is strictly necessary and you have chosen to provide it, for example where access needs or delivery instructions reveal information about health or mobility. If such information is shared with us, it will be treated carefully and only used when needed to provide the service safely.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and carry out moving, loading, unloading, and related services;
to communicate with you about your booking or enquiry;
to issue invoices, process payments, and maintain accounts;
to manage customer service, complaints, and service improvements;
to comply with legal, tax, insurance, and regulatory obligations;
to protect against fraud, theft, misuse, or unauthorised access;
to maintain records for business administration and operational safety.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for another purpose.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Performance of a Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes you request, confirming bookings, delivering moving services, and handling payment arrangements.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, including tax, accounting, insurance, safety, and record-keeping requirements.

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. This may include service administration, fraud prevention, internal record management, business improvement, and defending legal claims. Where we rely on legitimate interests, we consider the impact on your privacy and ensure appropriate safeguards are in place.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain types of communication. You may withdraw consent at any time where consent is the basis for processing.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason it is held.

Booking and service records: retained for the period needed to complete the service and manage post-service queries or disputes.
Financial and invoice records: retained for the period required by tax and accounting law.
Complaint and correspondence records: retained for as long as needed to resolve the matter and support business records.
Security and fraud-prevention records: retained for a reasonable period necessary to protect our business, customers, and staff.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as data processors or, in some cases, independent data controllers. These parties process data only as needed to support our services or comply with legal requirements.

Examples of processors may include:

payment service providers;
accounting and bookkeeping services;
IT, cloud storage, and software providers;
customer communication and scheduling tools;
website and security service providers;
professional advisers such as insurers, auditors, or legal advisers when necessary.

Where we use processors, we require them to protect your personal data through appropriate contractual safeguards and security measures. They are not permitted to use the data for their own purposes unless separately authorised by law or by their own legal basis.

We may also disclose personal data where required by law, court order, law enforcement request, or to protect the rights, property, or safety of Man With Van Loxford, our customers, staff, or others.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your data receives a level of protection that is essentially equivalent to that required under UK GDPR. This may include the use of standard contractual clauses or other lawful transfer mechanisms.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and regular review of data handling practices. While no system can be guaranteed to be completely secure, we strive to maintain a high standard of protection.

8. Your Rights

As a data subject under the UK GDPR, you have certain rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the lawful basis relied upon.

Right of access: you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: in some circumstances, you may request deletion of your personal data.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, commonly used format.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

9. Children’s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications or address details. If we become aware that we have collected child-related data without an appropriate reason, we will take steps to delete it where required.

10. Automated Decision-Making

We do not use personal data to make decisions about you based solely on automated processing in a way that produces legal or similarly significant effects. If this changes, we will update this Privacy Policy and provide the required information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Our Commitment to Privacy

We value your privacy and handle personal data with care and respect. Man With Van Loxford uses personal information only when necessary, keeps it for no longer than needed, and applies safeguards intended to protect it throughout its lifecycle. Our approach is designed to be transparent, proportionate, and compliant with applicable data protection laws.

This Privacy Policy applies to all Man With Van Loxford customers in the area.