Privacy Policy

This Privacy Policy explains how Man And Van Eastcote collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Eastcote customers in the area, including individuals and businesses who request, book, or receive our removal, delivery, transport, and related services. We are committed to handling personal information in a fair, transparent, and secure way in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Eastcote provides local moving and transportation services. In the course of delivering our services, we may need to collect and process personal data about customers, payment contacts, property access points, and other people connected to a booking. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect data that is relevant to providing our services, managing customer relationships, meeting legal obligations, and improving our operations. The categories of personal data we may process include:

Identity details such as name and title
Contact details such as phone number, email address, and postal address
Booking information such as service date, collection and delivery locations, item lists, access notes, and special handling requirements
Payment information such as billing details and transaction records
Communications such as enquiries, complaints, feedback, and correspondence
Service records such as quotes, invoices, notes relating to delivery, and scheduling information
Technical information where relevant, such as device or browser data if a digital enquiry form or booking system is used

We do not seek to collect special category data unless it is strictly necessary and lawfully permitted. If such data is accidentally shared with us, we will handle it carefully and only use it where required to deliver the service or meet a legal obligation.

3. How We Use Personal Data

We use personal data for several legitimate business and operational purposes. These include:

Providing quotes and managing bookings
Delivering moving, collection, and transport services
Communicating about schedules, access arrangements, and service changes
Issuing invoices and processing payments
Responding to questions, complaints, and service requests
Keeping internal records and maintaining evidence of services provided
Meeting legal, accounting, and tax obligations
Preventing fraud, misuse, or unlawful activity
Improving customer experience and service quality

We only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for a compatible purpose or another lawful reason.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the activity, our lawful bases may include:

Performance of a contract – when processing is necessary to provide a quoted or booked service, manage instructions, or complete payment and billing arrangements
Legitimate interests – when we need to manage our business, keep records, protect against fraud, improve services, or handle customer communications, provided these interests do not override your rights and freedoms
Legal obligation – when we must retain or disclose information to comply with tax, accounting, regulatory, or other legal duties
Consent – in limited situations where consent is the most appropriate basis, such as certain optional marketing communications

Where consent is relied upon, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Data and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These third parties act as processors or, in some cases, separate controllers. We only share data where it is necessary and appropriate.

Examples of processors and service providers may include:

Payment processing providers
Accounting and bookkeeping providers
IT and system support providers
Secure data storage and cloud service providers
Communication or scheduling tools used to manage enquiries and bookings

Processors are required to handle personal data only on our instructions, keep it secure, and comply with data protection law. We may also disclose information where required by law, for example to law enforcement, courts, tax authorities, or other public bodies.

We do not sell personal data. We also do not share personal data for unrelated third-party marketing unless you have given permission or we are otherwise legally permitted to do so.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are generally retained for a reasonable period to manage queries, disputes, and repeat services
Invoice and payment records are retained in line with tax and accounting requirements
Correspondence and complaint records may be retained for as long as needed to resolve the issue and demonstrate handling
Unused enquiry information may be deleted sooner where it is no longer required

When information is no longer needed, we will delete it securely or anonymise it so that it can no longer identify an individual.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of paper and digital records. Although no system can be guaranteed to be completely secure, we work to reduce risks and keep data protected.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete information
Right to erasure – to request deletion of personal data in certain situations
Right to restriction – to ask us to limit how we use your data in certain cases
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a structured, commonly used format where applicable
Right to withdraw consent – where processing is based on consent

If you wish to exercise any of these rights, we will consider your request in line with applicable law. We may need to confirm your identity before responding, especially where the request involves sensitive or account-related information.

9. Marketing Communications

We may send limited service-related communications where necessary for bookings or customer care. If we ever send optional marketing communications, we will do so only where permitted by law. You may object to direct marketing at any time, and we will respect that choice.

10. Automated Decision-Making

We do not make decisions about customers based solely on automated processing in a way that produces legal or similarly significant effects. If this changes in the future, we will update this Privacy Policy and explain the safeguards in place.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. The latest version will apply to all Man And Van Eastcote customers in the area from the date it is published or otherwise communicated.

12. Complaints and Further Information

If you are concerned about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

Summary of your privacy choices: you can ask for access, correction, deletion, restriction, or objection where applicable, and you can withdraw consent where consent is the basis used.

This Privacy Policy is intended to be clear, practical, and compliant with UK data protection requirements. It reflects our commitment to handling customer information responsibly, lawfully, and with respect for your privacy.