Privacy Policy - Man With Van Enfield

Man With Van Enfield is committed to protecting the privacy of all customers in our service area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our moving and transportation services. It applies to all Man With Van Enfield customers in the area, including individuals, households, landlords, tenants, and business customers who contact us, request a quotation, book a service, or otherwise engage with our team.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to keep your information secure, use it fairly and transparently, and only process it where we have a valid legal reason to do so.

1. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The type of data we may collect includes:

Identity information such as your name, title, and any company or organisation name.
Contact details such as postal address, email address, telephone number, and any alternative contact information you choose to provide.
Service details including pickup and delivery addresses, moving dates, access information, inventory details, and any instructions required to complete the job.
Payment information such as billing details, transaction records, and proof of payment. We do not retain more financial information than is necessary for accounting and legal purposes.
Communication records including messages, emails, call notes, and feedback relating to your booking, enquiry, or complaint.
Technical information if you interact with our digital systems, such as basic usage data, device type, and log information used for security and service improvement.
Special category data only where it is genuinely needed and you provide it voluntarily, for example if you share accessibility needs, health-related moving requirements, or other information necessary to carry out the service safely.

We do not intentionally collect more data than is required. If you provide information about third parties, such as a landlord, family member, or representative, you should ensure you have the right to share that information with us.

2. How We Use Your Data

We use personal data for clear and limited purposes connected to the services we provide. These purposes include:

handling enquiries and providing quotes;
confirming and managing bookings;
planning routes, schedules, and required resources;
communicating with you about your service;
issuing invoices, processing payments, and keeping financial records;
responding to complaints, claims, or queries;
maintaining the safety and security of our operations;
meeting legal, tax, accounting, and regulatory obligations;
improving our service quality and customer experience;
preventing fraud, misuse, or unlawful activity.

We will only use your information in ways that are compatible with the purpose for which it was collected, unless we are required or allowed by law to use it for another purpose.

3. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing quotations, confirming bookings, arranging moving services, delivering the service, and handling payment.

Legal Obligation

We process some information because the law requires it, such as retaining tax records, accounting documents, and evidence needed to meet regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests do not override your rights and freedoms. Examples include managing our business efficiently, responding to customer enquiries, protecting against fraud, improving services, and keeping accurate operational records.

Consent

In certain circumstances, we may rely on your consent, especially where you voluntarily provide optional information or choose to receive specific communications. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency or where safety concerns arise during a move.

4. Who We Share Data With

We may share personal data only when necessary and only with trusted third parties that support the delivery and operation of our services. These may include:

payment providers for handling transactions;
accountants and bookkeepers for financial administration and tax compliance;
IT and cloud service providers for secure storage, communications, and system support;
business administrators who assist with scheduling, invoicing, and records;
legal or insurance professionals where needed to deal with claims, disputes, or compliance issues;
regulatory or public authorities where disclosure is required by law.

We only use processors that provide sufficient guarantees regarding data protection, confidentiality, and security. Where a processor acts on our behalf, they are not allowed to use your personal data for their own purposes.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the type of record and the reason for processing.

As a general approach:

booking and service records are kept for a period necessary to manage the customer relationship and any follow-up matters;
financial and tax records are retained for the period required by law;
complaints, claims, and dispute records may be kept for longer where needed to establish, exercise, or defend legal claims;
unused enquiry records may be deleted after a reasonable period if no further contact occurs.

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

6. Data Security

We use appropriate technical and organisational measures to help protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and limited access based on business need.

While we take reasonable steps to safeguard your information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information that is necessary for the service and to contact us promptly if they believe any of their information may have been compromised.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request:

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 some cases, you can request deletion of your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain data in a structured, commonly used 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 can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly and fairly.

8. Children’s Data

Our services are generally intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in a specific family or household arrangement and is provided by an adult customer for service-related reasons.

9. International Transfers

If any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information in line with applicable data protection law. These safeguards may include approved contractual protections or other lawful transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it becomes effective. We recommend reviewing this policy periodically so you remain informed about how we process personal data.

11. Summary of Our Commitment

Man With Van Enfield respects the privacy of every customer in our area and processes personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, share it responsibly, and keep it only as long as necessary. We are committed to maintaining trust and protecting the rights of everyone who uses our services.