Privacy Policy

Man with Van Loxford Privacy Policy

This Privacy Policy explains how Man with Van Loxford collects, uses, stores, and protects personal data relating to customers and potential customers in our service area. It is intended to be clear and transparent, and to comply with the United Kingdom General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van Loxford customers and individuals who enquire about or use our services in the Loxford area.

Who We Are

Man with Van Loxford is a local removals and transport service provider. In the course of arranging and delivering our services, we act as a data controller for the personal information you provide to us. This means we decide how and why your personal data is used and are responsible for ensuring it is handled lawfully and securely.

Personal Data We Collect

We only collect information that is necessary to provide and manage our services, run our business, and meet legal obligations. The types of personal data we may collect include the following.

Identity and contact details such as your name, title, address, service addresses, and general contact details. Service and booking information such as details of your requested move or transport job, dates and times, collection and delivery locations, access details, inventory descriptions you provide, and any special instructions relevant to carrying out the service. Communication records such as information provided in messages, call notes, or other correspondence relating to enquiries, bookings, feedback, and complaints. Payment and transaction information such as records of payments made, amounts, dates, payment method type, and basic billing information, but not full payment card details where these are handled directly by a secure payment provider. Technical and usage data where applicable, such as your general device or browser type and how you interact with our online presence, to the extent that this is necessary to operate and secure our website or booking channels.

We do not intentionally collect special categories of personal data such as health information, except where you choose to share relevant information voluntarily and it is necessary, for example, to make reasonable adjustments for accessibility or safety. In such cases, we will handle that information with additional care and only retain it for as long as required.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, or communicate with us in any other way. We may also collect limited information indirectly through our website or booking tools, such as technical data about your interaction with our pages where this is essential for security, performance, or service functionality. We may receive confirmation of payments from payment processors so that we can reconcile accounts and manage our records.

Lawful Bases for Processing

We only process your personal data when we have a valid legal basis to do so under data protection law. Depending on the circumstances, the lawful basis may be one or more of the following.

Contract. We process your data to take steps at your request before entering into a contract and to perform a contract with you, for example to provide a quote, manage a booking, carry out your move or transport service, and handle payments. Legal obligation. We process certain data to comply with legal requirements, such as maintaining accounting records, tax documentation, and responding to lawful requests from authorities. Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This may include managing our operations, improving services, preventing fraud, ensuring security, and keeping limited contact records. Consent. In some situations we may rely on your consent, for example where you specifically agree to receive optional updates or marketing. You can withdraw your consent at any time, and we will stop processing for that purpose unless another lawful basis applies.

How We Use Your Personal Data

We use the personal information we collect for the following purposes.

To provide quotations, confirm availability, and respond to enquiries about our services in the Loxford area. To set up, manage, and fulfil bookings, including planning routes, scheduling staff, and ensuring that your move or transport service is carried out as requested. To communicate with you before, during, and after your service, including sending confirmations, updates, and responding to any questions or concerns. To process payments, issue invoices, manage refunds if applicable, and maintain accurate financial records. To manage our business operations, such as staff planning, training, quality control, service improvement, and record keeping. To protect our rights, property, and safety, for example by addressing non-payment, preventing misuse of services, and handling disputes or legal claims. To comply with legal and regulatory obligations applicable to our activities.

Data Sharing and Processors

We do not sell your personal data. We may share it only when this is necessary, lawful, and limited to the relevant purpose.

We may share data with selected service providers who act as data processors on our behalf. These may include payment processing providers, secure cloud or storage providers, information technology and support services, or other professional and business support services. Such processors are only permitted to process your personal data according to our instructions and must protect it in line with data protection laws. Where required, we may also share information with law enforcement, regulatory bodies, or professional advisers, such as solicitors or accountants, when it is necessary to comply with a legal obligation or to protect our legal rights. We seek to ensure that any sharing of data is proportionate, secure, and limited to what is necessary.

Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy or to meet legal, accounting, or reporting requirements. The specific retention period may vary depending on the type of data and the context.

Enquiry information is generally kept for a limited period so that we can respond and follow up where appropriate. Booking and service records, along with associated financial information, are typically retained for a number of years to comply with legal obligations and for the establishment, exercise, or defence of legal claims. Communication records related to complaints or disputes may be retained for as long as reasonably necessary to resolve the matter and to demonstrate how it was handled. When data is no longer required, we will delete it or anonymise it in a secure manner.

International Transfers

Where personal data is stored or processed outside the United Kingdom by our service providers, we will ensure that appropriate safeguards are in place to protect your information, such as recognised adequacy regulations or approved contractual clauses, so that your rights remain protected to a comparable standard.

Security of Your Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures include limiting access to personal data to those who need it to perform their duties, using secure systems and storage, and regularly reviewing our arrangements. While we aim to protect your data, no method of transmission or storage can be guaranteed as completely secure, but we strive to maintain a high standard of protection.

Your Data Protection Rights

Under data protection law, you have a number of rights regarding your personal data, subject to certain conditions and exemptions.

You have the right to access a copy of the personal data we hold about you and information about how we use it. You have the right to ask us to correct inaccurate or incomplete data. You have the right to request deletion of your personal data where there is no longer a lawful reason for us to keep it. You have the right to request that we restrict the processing of your data in certain circumstances. You have the right to object to processing based on our legitimate interests, including certain forms of profiling, and to object to direct marketing. You have the right to data portability, which allows you to request that certain data be transferred to you or to another organisation in a structured, commonly used, and machine readable format.

Where we process data based on your consent, you can withdraw that consent at any time. To exercise your rights, you can contact us using the contact channel you usually use for our services, clearly describing your request. We may need to verify your identity before responding to protect your privacy.

Complaints

If you are concerned about how we handle your personal data, you can contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. When we make significant changes, we will take reasonable steps to make updated information available. The version currently in force will be the one published as our Privacy Policy, and continued use of our services in the Loxford area will be taken as acceptance of the updated policy where the law allows.