Privacy Policy - Man With A Van Ladbrokegrove

This Privacy Policy explains how Man With A Van Ladbrokegrove collects, uses, stores, shares, and protects personal data when providing removal and delivery services. It applies to all Man With A Van Ladbrokegrove customers in the area, including individuals, families, landlords, tenants, and business customers who use our moving, transport, packing, loading, unloading, or related services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we use it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Who We Are

Man With A Van Ladbrokegrove provides moving and transport services for local and nearby customers. In the context of data protection law, we are the data controller for the personal data we collect from you when you enquire about, book, pay for, or receive our services. This means we decide how and why your personal data is used.

2. Personal Data We Collect

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

Identity details such as your name, title, and, where relevant, business name.
Contact details such as your telephone number and email address.
Service details such as collection and delivery addresses, moving dates, item descriptions, access information, and special handling requirements.
Billing and payment information such as invoicing details, payment status, and transaction references.
Communication records including messages, emails, notes from calls, and service-related correspondence.
Booking history such as previous services, preferences, and quotes requested.
Technical data collected when you interact with us electronically, such as device details, IP address, and log information, where applicable.

In some cases, we may also receive personal data from third parties, such as landlords, estate agents, employers, property managers, or another person making a booking on your behalf. When this happens, we only use the information for the purpose of delivering the relevant service.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To confirm, manage, and carry out bookings.
To plan routes, allocate vehicles, and organise staff or subcontractors.
To communicate with you about service updates, arrival times, changes, or issues.
To issue invoices, process payments, and manage refunds or outstanding balances.
To keep business records and meet legal, tax, insurance, and accounting obligations.
To improve our services, manage customer relationships, and handle complaints.
To detect and prevent fraud, misuse, or security incidents.

We do not use your data for unrelated marketing purposes unless we are permitted to do so by law and, where required, you have given your consent. If marketing is ever sent, you can opt out at any time.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. The lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into a contract with you or to perform our obligations under a service agreement. This includes preparing quotes, confirming bookings, delivering moving services, and handling payment arrangements.

Legal Obligation

We may process and retain certain data where required to comply with legal obligations, such as tax record keeping, accounting rules, insurance requirements, or 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 includes managing operations, improving service delivery, maintaining records, preventing fraud, and resolving disputes.

Consent

In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where consent is used, you may withdraw it at any time, and this will not affect the lawfulness of processing before withdrawal.

5. Sharing Your Data and Processors

We may share your personal data with trusted third parties where necessary to provide our services or to meet legal and operational needs. These third parties may act as processors, meaning they process data on our instructions and are not allowed to use it for their own purposes.

Processors and other recipients may include:

Payment service providers who process card or bank transactions.
Accounting and bookkeeping providers who support invoicing, financial record keeping, and tax compliance.
IT and cloud service providers who store data, manage emails, booking systems, or backups.
Communication service providers used to send messages or service updates.
Subcontracted movers or drivers where necessary to complete a booking or assist with delivery.
Professional advisers such as insurers, legal advisers, or auditors.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, we take reasonable steps to ensure they are bound by appropriate contractual obligations and handle data securely and lawfully.

6. International Data Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections designed to keep your data secure and to uphold your rights.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods vary depending on the type of information and the reason for processing.

Quotation and booking records are generally kept for a period reasonably necessary to manage the customer relationship and handle any follow-up issues.
Invoice and payment records are usually kept for tax and accounting purposes for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve disputes, demonstrate service history, or meet legal obligations.
Technical and security logs may be kept for a shorter period unless needed for security investigations or legal purposes.

When data is no longer required, we will delete it or anonymise it securely. We do not keep personal data indefinitely.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

9. Your Rights

You have a number of rights under data protection law in relation to your personal data. Subject to legal conditions and exemptions, these rights include:

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 cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

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

10. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you have the right to raise them with the relevant data protection supervisory authority. You may also contact us directly so that we can review and address the issue. We encourage you to contact us first, as many concerns can be resolved quickly and informally.

11. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from children unless it is necessary in the context of a booking or household move arranged by an adult. Where such data is unavoidably involved, it is handled only for service-related purposes and with appropriate care.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. When we do so, the updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

Summary of our commitment: Man With A Van Ladbrokegrove processes personal data lawfully, transparently, and securely, using it only for clear service, legal, and business purposes, while respecting your rights under data protection law.