Privacy Policy - Man With A Van Anerley

This Privacy Policy explains how Man With A Van Anerley collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related moving services. It applies to all Man With A Van Anerley customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who enquires about or receives services from us.

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 should be read together with any service terms, quotations, and booking information relevant to your move.

1. Who We Are

Man With A Van Anerley is a service provider offering transport and moving-related services. For the purposes of data protection law, we act as the data controller for personal data collected and used in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for operating our services, communicating with customers, managing bookings, and meeting legal and contractual obligations.

Types of data we may collect include:

Identity information such as your name and, where relevant, the names of contact persons involved in the move.
Contact details such as telephone number, email address, and address for collection and delivery.
Booking and service details such as move date, access requirements, property information, service preferences, and any special instructions.
Payment and transaction information such as payment status, invoice records, and proof of payment. We do not intentionally store more payment information than is needed for accounting and record-keeping.
Communications including messages, enquiries, complaints, feedback, and correspondence relating to your booking or service.
Operational information such as details needed to complete a move safely and efficiently, including parking notes, item counts, and inventory-related instructions.
Technical information where you interact with our digital systems, including limited device or usage data if applicable for security and service administration.

We do not seek to collect special category data unless it is strictly necessary. If such information is shared with us by you, for example because it is relevant to safe access, mobility assistance, or a delivery concern, we will process it only where lawful and appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and provide moving, transport, and delivery services;
to plan routes, confirm access arrangements, and carry out the service safely;
to communicate with you before, during, and after the service;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, or service issues;
to maintain business records and meet legal, tax, accounting, and insurance obligations;
to improve our operations, service quality, and customer experience;
to prevent fraud, misuse, or unlawful activity;
to establish, exercise, or defend legal claims where necessary.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose and the law allows this.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the context, Man With A Van Anerley may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging collections and deliveries, and fulfilling the agreed service.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing business operations, improving services, keeping records, and preventing fraud.

Legal Obligation

We process personal data where needed to comply with legal duties, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where we ask to use data for a specific optional purpose. Where consent is used, you may withdraw it at any time.

Vital Interests

In exceptional situations, we may process data to protect someone’s vital interests, for example in an emergency where personal information is necessary to prevent serious harm.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are generally kept for a period appropriate to service administration and dispute resolution.
Financial and tax records are kept for the period required by law.
Communication records may be retained for as long as needed to manage customer service, complaints, or claims.
Unused enquiry data may be deleted or anonymised after a reasonable period if no service is booked.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in accordance with our retention practices.

6. Processors and Third Parties

We may use trusted third parties to help us operate our business. These third parties act as processors where they process personal data on our instructions, or as independent controllers where they determine their own purposes for processing.

Examples of processors and service partners may include:

IT and hosting providers that support our email, data storage, or business systems;
Payment service providers that process transactions securely;
Accounting and bookkeeping providers that help manage financial records;
Customer communication tools used to organise service-related messages;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Subcontracted service providers who support the completion of a move or delivery.

We require processors to handle personal data securely and only for specified purposes. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved.

While no system can be guaranteed to be completely secure, we work to protect information through access controls, secure storage, staff awareness, and careful data handling procedures.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in certain situations, depending on the legal basis for processing and the specific circumstances.

You may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent where consent is the lawful basis;
Lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

If you make a request, we may need to verify your identity before responding. We aim to deal with legitimate requests within the time limits required by law.

9. Sharing Personal Data

We do not sell personal data. We share personal data only where necessary for service delivery, legal compliance, business administration, or protection of our rights and interests.

Information may be shared with:

processors acting on our behalf;
service partners involved in a booking;
financial institutions or payment providers;
professional advisers;
law enforcement, regulators, or courts where required by law.

Where possible, we limit sharing to the minimum data needed for the relevant purpose.

10. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a service request and necessary for service delivery. If we become aware that we have collected such data inappropriately, we will take steps to remove it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is made available.

12. Summary of Our Commitment

Man With A Van Anerley respects privacy and handles personal data with care. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and apply safeguards designed to protect your information. This policy applies to all Man With A Van Anerley customers in the area and is intended to support transparent, compliant, and responsible data handling.