Privacy Policy

Man With a Van Forest Gate Privacy Policy

This Privacy Policy explains how Man With a Van Forest Gate collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man With a Van Forest Gate customers and service users within our service area, including anyone who contacts us to request a quote, makes a booking or otherwise engages with our services.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We handle your personal data lawfully, fairly and transparently, and only for specified and legitimate purposes.

Personal data we collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking or use our services:

Identification and contact details such as your name, postal address, service address, and any other details you provide to help us communicate with you and deliver our services.

Booking and service information such as collection and delivery addresses, dates and times of moves, access details, description of items to be moved, any special instructions relating to your booking and records of the services we provide.

Communication records such as the content of messages, phone notes, or other communications you send to us in relation to quotes, bookings, customer service queries or complaints.

Billing and payment information such as information relating to the amount charged, payment status and method. If we use a third party payment processor, that provider may process card or bank details on our behalf. We do not store full card details on our own systems.

Technical and usage information such as basic device or browser information and how you interact with our website or online content, where this is necessary for security, performance or service improvement purposes.

How we collect personal data

We collect personal data directly from you when you contact us by phone, through an online form, by message or in writing to request information, a quote or a booking. We may also collect data during the provision of services, for example when our team attends your property or communicates about access or timing.

In some cases, we may receive your details from a third party, for example if a relative, friend, organisation or business contacts us on your behalf to arrange a move or transport service. Where appropriate, we will inform you that we have received your information and explain how it will be used.

Lawful bases for processing

We process your personal data under one or more of the following lawful bases set out in the UK GDPR:

Performance of a contract. We need to process your data to provide quotes, confirm bookings, deliver our moving and transport services and handle payments. Without this data, we would not be able to fulfil the services you request.

Compliance with legal obligations. We may need to retain certain records for tax, accounting, insurance or regulatory purposes, and to respond to lawful requests from public authorities.

Legitimate interests. We may process your data where it is necessary for our legitimate interests or those of a third party, and where your interests and fundamental rights do not override those interests. This may include managing our business operations, improving services, preventing fraud, handling customer queries and maintaining accurate records.

Consent. In some limited cases, we may rely on your consent, for example where we choose to send optional marketing communications. Where processing is based on consent, you have the right to withdraw that consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide quotes for our services.

To set up, manage and complete bookings for man and van, removals or related services.

To plan routes, organise logistics and ensure that we can access your property safely and efficiently.

To communicate with you about your booking, including confirmations, changes, delays or follow-up queries.

To issue invoices, process payments, maintain financial records and address billing queries.

To handle complaints, disputes or legal claims and to maintain records as evidence of our interactions and services.

To maintain the security and integrity of our systems, prevent fraud and ensure the safety of our staff and customers.

Data sharing and processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only act under our instructions and are required to protect your data in accordance with data protection law.

Examples of such processors include providers of payment processing services, invoicing or accounting systems, scheduling and booking tools, secure data storage or backup services and communications platforms that allow us to send confirmations or updates.

We may also share your data with other third parties in specific circumstances, for example with professional advisers such as accountants or legal representatives, or with insurers in relation to a claim. Where we are under a legal obligation, we may share information with public authorities, law enforcement agencies or regulators.

We do not sell your personal data to third parties.

International transfers

Where any of our service providers or systems are located outside the United Kingdom, or store data in another country, we take appropriate steps to ensure that your personal data remains protected. This may include using standard contractual clauses or ensuring that the country has been recognised as providing an adequate level of data protection.

Data retention

We keep your personal data only for as long as it is necessary for the purposes for which it was collected, and to comply with our legal and regulatory obligations.

In general, quotation and booking records, invoicing information and communications relating to services will be retained for a period that allows us to meet tax, accounting and insurance requirements and to handle any potential disputes or claims arising from the services provided.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked back to you.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, disclosure or destruction. These measures may include restricted access to systems, secure storage methods, appropriate training for staff handling personal data and the use of reputable providers for hosting and data processing.

Your data protection rights

As a data subject, you have certain rights regarding your personal data under the UK GDPR. These rights apply to all Man With a Van Forest Gate customers and service users within our operating area, subject to specific legal conditions and exemptions.

Right of access. You can request confirmation as to whether we process your personal data and ask for a copy of the data we hold about you.

Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.

Right to erasure. In some circumstances, you can request that we delete your personal data. This right may not apply where we must keep certain data to comply with legal obligations or to establish, exercise or defend legal claims.

Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we are verifying its accuracy or considering an objection you have raised.

Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests override those interests.

Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format, and that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual communication channels you use for our services. We may need to verify your identity before responding to your request. We aim to respond within the timescales set by data protection law.

You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy with how we have handled your personal data. Further information about your rights can be obtained from the Information Commissioners Office.

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 processing practices. Any revised version will apply to all customers and service users in the Man With a Van Forest Gate area from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.