Privacy Policy - Man With Van Clerkenwell

This Privacy Policy explains how Man With Van Clerkenwell collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Clerkenwell customers in area, including anyone who requests a quote, books a service, receives a service, or communicates with us in relation to our operations.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside any service-specific terms that may apply to a booking or enquiry.

1. Information We Collect

We collect only the information that is relevant and necessary for providing our services, managing bookings, responding to enquiries, and meeting legal and operational obligations. The types of personal data we may collect include:

Identity details such as your name and, where necessary, proof of identity for security or verification purposes.
Contact details such as phone number, email address, and service location information.
Booking information including move dates, property access details, inventory descriptions, and service preferences.
Payment information where needed to process payments, issue invoices, or confirm transactions.
Communication records including messages, call notes, complaints, and customer service correspondence.
Operational details relevant to the moving service, such as parking considerations, floor levels, item sizes, or special handling requirements.

In some cases, we may also collect limited technical information if you interact with us electronically, such as device or browser data. Where this occurs, it is used for security, service improvement, and record-keeping purposes only.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or another lawful basis applies.

2. How We Use Personal Data

We use personal data to deliver our services effectively, maintain accurate records, and meet legal and contractual obligations. The main purposes for processing include:

handling enquiries and providing quotations;
managing bookings and scheduling services;
carrying out removals, transport, loading, unloading, and related operations;
processing payments, refunds, and invoices;
communicating with customers about service updates or operational issues;
responding to complaints, claims, and queries;
maintaining safety, security, and fraud prevention measures;
complying with legal, accounting, and insurance requirements;
improving our services, internal processes, and customer experience.

We will only use your personal data in ways that are compatible with the purpose for which it was collected, unless we reasonably believe another lawful basis applies.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Man With Van Clerkenwell relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, and completing your move.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include managing operations, preventing misuse of services, improving service quality, and maintaining internal records.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s life or physical safety.

We do not rely on a single lawful basis for all activities. The relevant lawful basis depends on the specific context and purpose of the processing.

4. Data Sharing and Processors

We may share personal data with carefully selected third parties that help us provide and support our services. These third parties act either as processors or, in some cases, as separate controllers. We only share data when necessary and only with appropriate safeguards in place.

Processors may include:

Payment service providers used to process transactions securely.
IT and cloud service providers supporting secure storage, communication, and operational systems.
Accounting and bookkeeping providers assisting with financial administration and tax compliance.
Customer communication tools used for booking management, confirmations, or service notices.
Insurance providers or claims handlers where required for service-related incidents.
Professional advisers such as legal or financial consultants when necessary.

Where processors handle personal data on our behalf, they are contractually required to process it only under our instructions, protect it appropriately, and comply with applicable data protection law. We do not sell your personal data.

We may also disclose personal data where required by law, court order, regulator, or other competent authority.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for the fulfilment of any contractual, legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for holding it.

Booking and service records are generally retained for a period needed to manage customer relationships, resolve disputes, and ensure accurate service history.
Financial and invoicing records are retained for the period required by tax and accounting legislation.
Correspondence and complaint records may be kept longer where needed to evidence service handling or resolve disputes.
Technical and security logs are retained for a limited period unless a longer retention period is required for investigation or compliance.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our internal retention practices.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

Although we take reasonable steps to protect information, no system can be guaranteed to be completely secure. If a personal data breach occurs and we are required by law to do so, we will notify affected individuals and the relevant authority as appropriate.

7. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may be subject to legal limitations or exemptions, but we will always consider and respond to requests appropriately.

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 data.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request 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 believe that we have not handled your personal data properly, you also have the right to lodge a complaint with the relevant data protection supervisory authority in the UK. We encourage you to raise concerns with us first so that we may address them promptly.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in the course of a booking or service arrangement. If we become aware that we have collected personal data from a child without appropriate authority, we will take reasonable steps to delete it.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically to stay informed about how personal data is handled.

11. Our Commitment to Privacy

Protecting personal data is an important part of how we operate. We aim to collect only what we need, use it responsibly, and keep it only for as long as required. Man With Van Clerkenwell is committed to maintaining trust through transparency, accountability, and respect for privacy rights.

If you use our services, request a quote, or communicate with us in relation to a booking, this policy applies to your personal data.

Summary of core principles: data minimisation, lawful processing, secure handling, limited retention, and respect for individual rights.