Privacy Policy - Man With Van Colliers Wood

Man With Van Colliers Wood is committed to protecting the privacy and personal data of all customers in the Colliers Wood area and surrounding locations where our services are provided. This Privacy Policy explains how we collect, use, share, store, and protect personal information, and it sets out the rights available to individuals under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all Man With Van Colliers Wood customers in area.

We aim to process personal data fairly, lawfully, and transparently. We only collect information that is relevant for providing moving, transport, loading, and related customer services, and we do not use personal data for purposes that are incompatible with those services.

1. Personal Data We Collect

We may collect and process the following categories of personal information:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as moving dates, property access details, item lists, and service preferences.
Payment information such as billing details and payment confirmation records.
Communication records such as enquiries, complaints, quotes, and correspondence with our team.
Transaction data including bookings, invoices, service records, and payment status.
Technical data where applicable, such as basic device or browser information if you interact with our digital systems.

We normally collect this data directly from you when you request a quote, make a booking, or communicate with us during the provision of our services. In some cases, we may also receive information from third parties who are authorised to act on your behalf, such as landlords, letting agents, employers, or family members, where this is necessary to organise the service.

2. How We Use Your Data

We use personal data only where it is necessary for legitimate service and business purposes. These include:

responding to enquiries and providing quotes;
processing bookings and arranging moving services;
communicating service details and updates;
issuing invoices, handling payments, and keeping financial records;
managing customer support, complaints, and service quality;
maintaining internal business records and accounting systems;
protecting our services against fraud, misuse, or unlawful activity;
meeting legal, tax, regulatory, and insurance obligations.

We do not sell personal data. We also do not use personal data for automated decision-making that produces legal or similarly significant effects on individuals.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal information. Depending on the circumstances, we rely on one or more of the following legal grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes at your request, scheduling collections and deliveries, and carrying out the services you have booked.

Legal Obligation

We may process information where required to comply with legal duties, including tax rules, accounting obligations, record-keeping requirements, and lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that these interests do not override your rights and freedoms. This may include service administration, internal record management, business improvement, and fraud prevention.

Consent

In limited situations, we may rely on your consent, for example if you ask us to use information in a particular way that is not otherwise covered by another lawful basis. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of any processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services or operate our business. These third parties act as processors when they process data on our behalf and only according to our instructions. We require processors to handle data securely and lawfully.

Examples of processors and recipients may include:

Payment processors that facilitate card or electronic payments.
IT and hosting providers that store or support our business systems.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Communication service providers that help us send emails, messages, or service updates.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontractors or operational partners involved in completing a booking, where relevant to the service requested.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, customers, staff, or property. Any sharing is limited to what is necessary and proportionate.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including the need to meet legal, tax, accounting, or insurance obligations. Retention periods vary depending on the type of information and the reason it is held.

As a general approach:

booking and service records are kept for an appropriate period after service completion;
financial and invoicing records are retained for the period required by law and accounting practice;
customer correspondence may be kept while it remains relevant to service administration or dispute resolution;
data that is no longer needed is securely deleted, anonymised, or otherwise disposed of safely.

Where retention is based on a legal requirement, we will keep the data for the duration required by that obligation. Where data is no longer needed, we aim to remove it without undue delay.

6. Data Security

We take appropriate technical and organisational measures to safeguard personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a personal data breach were to occur, we would assess the risk and respond in line with applicable legal requirements.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will take steps to ensure that it is protected to an equivalent standard. This may include using approved safeguards or working only with providers that offer appropriate data protection commitments.

8. Your Rights

Individuals whose personal data we process have important rights under data protection law. These rights may be subject to certain conditions and exemptions, but we will respond to valid requests in accordance with legal requirements.

Right to be informed about how your data is used.
Right of access to request a copy of the personal data we hold about you.
Right to rectification to have inaccurate or incomplete information corrected.
Right to erasure, sometimes called the right to be forgotten, in certain circumstances.
Right to restriction of processing in certain situations.
Right to data portability for data processed by automated means under contract or consent, where applicable.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will require sufficient information to verify your identity and process your request securely. We may decline requests where an exemption applies or where the law allows us to retain the data.

9. Cookies and Similar Technologies

If we use any digital tools that rely on cookies or similar technologies, these may be used for essential functionality, basic analytics, or service improvement. Where required, we will provide appropriate information and obtain consent before placing non-essential cookies. You can adjust browser settings to limit cookies, although some features may not work properly if you do so.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking made by a parent, guardian, or authorised adult, and only to the extent required to provide the service safely and appropriately.

11. Changes to This Privacy 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 published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or believe your data has been handled inappropriately, you may raise the issue through the appropriate company process. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with how your personal data has been processed.

We will always aim to address concerns fairly, promptly, and in line with data protection law. Our commitment is to handle personal information with care, confidentiality, and respect for your privacy.

Last updated: This Privacy Policy is maintained to support lawful and transparent processing for all Man With Van Colliers Wood customers in area.