Privacy Policy - Man With Van New Cross

This Privacy Policy explains how Man With Van New Cross collects, uses, stores, shares, and protects personal data relating to our customers in the New Cross area. It applies to all Man With Van New Cross customers in the area, including individuals who request quotations, book services, or otherwise interact with us in connection with removals, transport, collection, delivery, and related van services.

1. Who We Are

Man With Van New Cross provides man and van services for domestic and commercial customers. In the course of delivering our services, we process personal data for administrative, operational, contractual, and legal purposes. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Identity data, such as your name and, where relevant, business name.
Contact data, such as your address, email address, and telephone number.
Service details, such as collection and delivery addresses, property access information, item descriptions, inventory details, dates, and preferred service times.
Payment and billing data, such as invoicing details and payment status.
Communication records, including emails, messages, call notes, and service-related correspondence.
Technical and usage data, where relevant, such as information about how you interact with our digital systems or forms.
Special instructions provided by you in relation to access, handling, parking, or delivery requirements.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service-related purpose. If such data is received, we will process it only where permitted by law and with appropriate safeguards.

3. How We Collect Data

We may collect personal data directly from you when you:

Request a quotation or make an enquiry;
Book or amend a service;
Communicate with us by phone, email, message, or other means;
Provide access, delivery, or inventory information;
Pay for services or request an invoice;
Submit feedback, complaints, or service requests.

We may also receive personal data from third parties, such as business partners, property managers, agents, or payment providers, where this is necessary for service delivery or administration.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the situation, our lawful bases may include:

Contract: to provide quotations, manage bookings, deliver services, and fulfil our obligations to you.
Legal obligation: to comply with record-keeping, tax, accounting, and other regulatory requirements.
Legitimate interests: to operate, improve, and secure our business, handle customer enquiries, manage service quality, and prevent fraud or misuse, provided our interests do not override your rights and freedoms.
Consent: where we rely on your permission for a specific processing activity, you may withdraw consent at any time.

Where we process data on the basis of legitimate interests, we assess the impact on your privacy and ensure that our use is proportionate, necessary, and fair. We do not use personal data for purposes that are incompatible with the reason it was collected.

5. How We Use Personal Data

We may use personal data for the following purposes:

To provide quotes and respond to enquiries;
To schedule, manage, and complete services;
To communicate with customers about bookings and service updates;
To issue invoices, process payments, and maintain financial records;
To handle customer feedback, claims, and complaints;
To improve service quality, planning, and customer experience;
To meet legal, tax, and regulatory obligations;
To protect against fraud, misuse, or unauthorized access.

We only process data to the extent necessary for these purposes and apply the principle of data minimisation wherever possible.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only when necessary for the provision of our services or compliance with legal duties. These may include:

Payment service providers who process transactions securely;
Accounting and bookkeeping providers who assist with invoicing and statutory records;
IT, hosting, and communications providers who support our systems and data storage;
Operational contractors or delivery partners involved in carrying out booked services;
Professional advisers such as legal, insurance, or compliance advisers;
Public authorities where disclosure is required by law or lawful request.

Where a processor handles personal data on our behalf, it is bound by contract to process data only under our instructions, keep it secure, and comply with data protection law. We do not sell your personal data. We do not permit processors to use your information for their own unrelated purposes.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. We take reasonable steps to ensure that international transfers are secure and lawful.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, dispute resolution, financial record-keeping, and legal compliance. Retention periods vary depending on the type of information and the legal or operational need for keeping it.

In general:

Quotation and booking data may be retained for a reasonable period after the enquiry or service is completed to support customer service and business records.
Invoice and accounting records are usually retained for the period required by tax and accounting laws.
Communication and complaint records may be retained while the matter is active and for a period afterwards where needed for audit, legal, or service improvement purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in accordance with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unlawful access, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and regular review of data handling practices.

While we work to protect your data, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will respond in line with applicable legal requirements.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the data we hold about you;
Right to rectification – to ask us to correct 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 certain situations;
Right to data portability – to request transfer of 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 may withdraw it at any time;
Right to lodge a complaint – to raise concerns with the relevant data protection authority.

We will respond to valid requests within the time limits required by law. To protect your privacy, we may need to verify your identity before acting on a request.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided incidentally in connection with a service booking and only where lawful and necessary. If we become aware that we have collected data from a child without an appropriate legal basis, we will take steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Man With Van New Cross is committed to treating personal data responsibly, lawfully, and transparently. We collect only the information needed to provide our services, use it for legitimate and specified purposes, share it only with trusted processors or where legally required, and keep it only for as long as necessary. We respect your rights and aim to maintain a high standard of privacy protection for every customer in the New Cross area.