Privacy Policy - Man With Van Yiewsley

This Privacy Policy explains how Man With Van Yiewsley collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related van services. It applies to all Man With Van Yiewsley customers in the area, including prospective customers, current customers, and anyone who communicates with us about our services.

We are committed to handling personal data in a fair, lawful, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a valid legal basis and only for the purposes described in this policy.

1. Data We Collect

We may collect and process personal data that is necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your phone number, email address, and service address.
Booking and service details such as moving date, collection and delivery locations, property access details, volume of items, and service instructions.
Payment information such as billing details and payment records. We do not store full card details where payments are processed securely by a third party.
Communication records including enquiries, quotes, complaints, and messages exchanged by phone, email, or other communication methods.
Operational information such as route planning details, job notes, and delivery confirmations.
Special category data only if you choose to share it with us and where it is necessary for the service, for example access needs relating to health or mobility. We will handle this with extra care and only when lawful to do so.

We normally collect personal data directly from you. In some cases, we may receive information from someone acting on your behalf, such as a family member, employer, landlord, letting agent, or other authorised representative.

2. How We Use Your Data

We use personal data only for clear and legitimate purposes, including:

providing quotes and confirming bookings;
planning and carrying out removals or transport services;
contacting you about your booking, schedule, or service requirements;
processing payments and keeping financial records;
responding to questions, complaints, or service issues;
maintaining business records and improving our operations;
complying with legal, tax, insurance, and regulatory duties;
protecting our business, staff, customers, and property from fraud or misuse.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to use your personal data. Depending on the situation, we may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing quotes you request, managing your move, and handling payment and service arrangements.

Legal Obligation

We may process information where necessary to comply with legal obligations, such as accounting, tax, insurance, and record-keeping duties.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, protecting against fraud, and maintaining operational records.

Consent

In limited cases, we may rely on your consent, especially if we need to process information that is not strictly necessary for the service. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare and exceptional circumstances, we may process personal data to protect someone’s vital interests, such as where there is an emergency during a service.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver our services. These organisations act as data processors or independent controllers depending on the service they provide.

Our processors may include:

Payment service providers who process payments securely on our behalf.
IT and cloud storage providers who help us store and manage data securely.
Booking and communication service providers who support scheduling, messaging, or customer administration.
Accountants and professional advisers who assist with financial and legal compliance.
Insurance providers and claims handlers where necessary for cover, risk management, or claims handling.
Subcontractors or moving partners involved in delivering a service you have requested.

Where we use processors, we require them to act only on our instructions, protect your data appropriately, and comply with data protection law. We do not sell personal data.

We may also disclose information where required by law, court order, or a lawful request from a public authority.

5. International Transfers

Some of our processors may store or process data outside the UK. If this happens, we will ensure that appropriate safeguards are in place so that your personal data remains protected to a standard consistent with UK GDPR requirements.

6. Data Retention

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

Booking and service records are usually retained for a period needed to manage the service, resolve disputes, and maintain business records.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for a reasonable period to evidence communication and resolve issues.
Information held with consent is kept until consent is withdrawn or it is no longer needed.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

While no system can be guaranteed to be completely secure, we aim to maintain a level of protection appropriate to the nature of the data and the risks involved.

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 legal basis for processing:

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 cases, you can ask us to delete 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 your data in a portable format where applicable.
Right to object - you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent - if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been violated, you may complain to the UK data protection authority.

9. Marketing

We do not use personal data for unsolicited marketing unless we have a lawful basis to do so. Where marketing communication is permitted, you can object at any time.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is necessary in connection with a booking and provided by an adult customer or authorised representative.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is made available.

This policy is intended to be clear, lawful, and proportionate. If you use Man With Van Yiewsley services, we will treat your personal data in accordance with this Privacy Policy and the principles of fairness, transparency, and accountability.

Last updated: June 2026