Privacy Policy - Man With Van Bickley

This Privacy Policy explains how Man With Van Bickley collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Bickley customers in the area, including people who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Bickley provides moving and transport services for customers in Bickley and the surrounding area. For the purposes of data protection law, we are the data controller for the personal information we collect and use in connection with our services. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title;
Contact details such as your telephone number and email address;
Address and location information relating to collection and delivery points;
Booking details such as moving date, service type, item descriptions, access requirements, and special instructions;
Payment information necessary to process invoices, payments, refunds, and account records;
Communication records including messages, emails, call notes, and complaint details;
Service history such as previous bookings, quotes, and customer preferences;
Technical data if you contact us electronically, including limited device or usage information where relevant for security or service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where access arrangements require us to note specific circumstances. If such data is provided, we will process it only where a lawful basis exists and with appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries;
To manage bookings and deliver moving services;
To communicate about your service, including confirmations, changes, and updates;
To process payments, invoicing, and refunds;
To handle complaints, disputes, and customer support requests;
To maintain business and accounting records;
To improve our services, operations, and customer experience;
To meet legal, regulatory, tax, and insurance obligations;
To protect against fraud, misuse, and security threats.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging services, completing a move, and managing payments.

Legal Obligation

We may process data where required to comply with laws and regulations, including tax, accounting, record-keeping, and insurance-related obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include business administration, service improvement, fraud prevention, and maintaining security. We always consider whether the processing is proportionate and whether it has a minimal privacy impact.

Consent

In limited cases, we may rely on your consent, for example where you have agreed to a specific type of optional communication or where special category data is involved and consent is the appropriate basis. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and why it is held.

Quote and enquiry records are typically retained for a limited period after the enquiry has ended, unless they are needed for follow-up, dispute resolution, or legal reasons;
Booking and service records are retained for the period required to manage the service and for a reasonable time afterwards for administration and customer support;
Financial and tax records are retained for the period required by law;
Complaint and dispute records may be retained longer where needed to establish, exercise, or defend legal claims.

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

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and appropriate. Processors are service providers who process data on our behalf under contract and are required to protect it.

Examples of processors or third parties may include:

Payment service providers who help process payments securely;
Accounting and bookkeeping services that support financial administration;
IT, hosting, and cloud service providers that support data storage, communication, or system maintenance;
Customer communication tools used to send service-related messages;
Insurance providers, legal advisers, or regulators where disclosure is necessary to meet legal or contractual obligations.

We do not sell personal data. We only disclose information when it is necessary for the operation of our business, the delivery of our services, or compliance with the law. If personal data is transferred outside the UK, we will take appropriate steps to ensure a suitable level of protection, such as using approved contractual safeguards or relying on an adequacy decision where available.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of service providers. While no system can be guaranteed to be completely secure, we work to reduce risks and respond promptly to any suspected data breach.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

Right of access – you can ask for 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 – in some situations, you can ask us to delete your data;
Right to restrict processing – you can ask us to limit how we use your data in certain cases;
Right to object – you can object to processing based on legitimate interests;
Right to data portability – you may request a copy of certain data in a structured, commonly used format;
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to the complexity of the request.

9. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal effects or similarly significant effects on individuals. If this changes, we will update this policy and provide appropriate information about how such processing works and the safeguards in place.

10. Children’s Data

Our services are intended for adult customers and business contacts. We do not knowingly collect personal data from children except where it is incidentally included in service arrangements and is necessary for the provision of our services. Where we become aware that personal data has been collected incorrectly or unnecessarily, we will take steps to delete or correct it.

11. 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 revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

At Man With Van Bickley, we aim to process personal data in a way that is lawful, fair, transparent, and limited to what is necessary. We collect only the information needed to provide moving services, keep it only for as long as required, and share it only with trusted processors or where the law allows. We also respect your rights and make sure all customers in the area are treated consistently and fairly under applicable data protection law.