Privacy Policy - Man With Van Millbank

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

1. Information We Collect

We collect only the information necessary to provide and manage our services. Depending on the service requested, we may collect the following types of personal data:

Identity information such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service details such as move dates, item descriptions, property access information, and service instructions.
Billing information such as payment records, invoice details, and transaction references.
Communication records including emails, messages, notes from calls, and customer service correspondence.
Operational information such as load size, parking notes, route details, and any special handling requirements.
Technical data if you interact with our digital systems, such as IP address, device information, and basic usage logs.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such data is incidentally shared with us, we will handle it with appropriate care and only where a valid lawful basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, accept bookings, and arrange moving or delivery services.
To communicate about schedules, access requirements, delays, and service updates.
To process payments, issue invoices, and manage accounts.
To carry out the service safely and efficiently.
To resolve complaints, disputes, or claims.
To meet legal, tax, accounting, and regulatory obligations.
To maintain business records and improve our operations.

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

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, and delivering services.

Legal Obligation

We may process and retain certain data to comply with legal requirements, including tax law, accounting rules, and record-keeping obligations.

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 managing bookings, preventing fraud, improving service quality, and keeping internal records. We ensure that such processing is proportionate and limited to what is necessary.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information beyond what is needed to deliver the service. You can withdraw consent at any time, where consent is the basis for processing.

4. Data Retention

We keep personal data only for as long as is necessary for the purposes set out in this policy and to meet legal obligations. Retention periods depend on the type of information and the reason it was collected.

Booking and service records are generally kept for a reasonable period to manage queries, disputes, and service history.
Financial and accounting records are retained for the period required by law.
Correspondence and complaint records may be kept for as long as needed to resolve issues and demonstrate compliance.
Technical logs are retained only for a limited time unless required for security or investigation purposes.

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

5. Processors and Third Parties

We may share personal data with trusted third-party service providers who act as processors on our behalf. These parties process data only under our instructions and are required to protect it appropriately. Examples may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support financial administration.
IT and cloud service providers that store or support our business systems.
Communications providers that assist with messaging or email systems.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose data where required by law, regulation, court order, or to protect our rights, property, staff, customers, or the public. Where possible, we take steps to ensure any third party receiving data maintains suitable confidentiality and security standards.

6. International Transfers

If any data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in line with applicable data protection law. Such safeguards may include approved contractual clauses or transfers to countries with adequate protection measures. We only allow transfers where a lawful and secure mechanism exists.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access, password protection, secure storage, staff confidentiality obligations, and reasonable system safeguards. While no system can be guaranteed completely secure, we take data protection seriously and review our practices regularly.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal conditions and exemptions.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you may request transfer of certain data in a structured format.
Right to object – you can 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.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

9. Children’s Data

Our services are intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary in the context of a household move or related service and provided by an adult customer. If we become aware that we have collected data unlawfully, we will take appropriate steps to remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, practice, or our services. 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 data is handled.

11. Summary of Our Commitment

At Man With Van Millbank, we aim to process personal data lawfully, transparently, and securely. We collect only what we need, use it for clear and legitimate purposes, retain it only as long as necessary, and share it only with processors and third parties where appropriate. This policy applies to all customers in the area who use our services, and it is designed to protect your privacy while allowing us to deliver reliable moving and transport solutions.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.