Privacy Policy - Man With Van Bellingham

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man With Van Bellingham. It applies to all Man With Van Bellingham customers in the area, including individuals and businesses who enquire about, book, or receive our man and van services. 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.

1. Who We Are

Man With Van Bellingham provides local and regional moving, delivery, transport, loading, and related removal services. For the purposes of data protection law, we act as the data controller for the personal data we collect and determine how and why it is used.

This policy applies whenever you:

request a quote or make an enquiry;
book a service;
communicate with us by phone, email, message, or in person;
use our services as a customer, recipient, or authorised representative;
submit a complaint, feedback, or claim.

2. Personal Data We Collect

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

Identity data such as your name and, where relevant, business name;
Contact details such as address, telephone number, and email address;
Service information such as pickup and delivery addresses, booking dates, access details, inventory, and move requirements;
Payment information such as payment status, invoice details, and limited billing records;
Communication records such as messages, call notes, complaints, and service instructions;
Technical data if you interact with digital systems we use, such as device information or log data;
Special category data only if you voluntarily provide it and only where it is necessary and lawful, for example access needs that may indirectly reveal health-related information. We do not seek to collect special category data unless required for a specific service need.

We do not intentionally collect more information than is needed. Where you provide data about another person, you must ensure that you have the right to share it with us and that they understand how it will be used.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to book, manage, and complete moving or delivery services;
to communicate with customers about timing, access, pricing, or operational changes;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and service issues;
to protect against fraud, misuse, or unlawful activity;
to maintain records and improve service quality;
to comply with legal, tax, accounting, and insurance obligations.

We may also use data to manage disputes, enforce agreements, and defend legal claims where necessary.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each use of personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging pickups and deliveries, and completing the agreed service.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer records, improving services, preventing fraud, ensuring operational efficiency, and handling complaints or disputes.

Legal Obligation

We may process personal data where necessary to comply with legal duties, including tax, accounting, record-keeping, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, particularly where processing is not necessary for a contract or legal obligation. Where consent is used, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before it was withdrawn.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, and operational requirements. Retention periods depend on the type of record and the reason it is held.

Quotation and enquiry records may be kept for a reasonable period to manage repeat enquiries, service follow-up, and business records.
Booking and service records may be kept for the duration of the service relationship and for a further period where needed for complaints, claims, or administration.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained as long as needed to resolve issues and demonstrate compliance.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Processors and Sharing

We may use trusted third parties, known as processors, to help us operate efficiently. These processors only handle personal data on our instructions and are required to protect it appropriately.

Examples of processors or third parties may include:

IT and cloud service providers used for storage, backup, and communication systems;
payment service providers used to process card or electronic payments;
accounting or bookkeeping providers used for invoicing, reporting, and tax compliance;
customer management tools used to organise bookings and enquiries;
professional advisers such as insurers, legal advisers, or auditors where necessary;
public authorities where disclosure is required by law or to protect rights, safety, or property.

We do not sell personal data. We also do not share more data than is reasonably necessary for the relevant purpose. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access based on need. While no system can be guaranteed 100% secure, we take data protection seriously and review our safeguards regularly.

8. Your Rights Under Data Protection Law

Depending on the circumstances, you may have the following rights in relation to your personal data:

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 your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests;
Right to data portability – to request transfer of data you provided, where applicable;
Right to withdraw consent – where processing relies on consent;
Right to complain – to raise concerns with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

To exercise these rights, you may need to provide enough information to verify your identity. Some rights may not apply in every situation, as data protection law includes exceptions and limits.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most current version will apply to your use of our services. We encourage customers to review it periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

At Man With Van Bellingham, we aim to keep personal data lawful, minimal, secure, and used only for clear business purposes. We collect only the information needed to deliver our services, rely on appropriate lawful bases, keep data only for as long as required, and use processors that are bound to protect your information. This policy applies to all Man With Van Bellingham customers in the area and is designed to support transparency, accountability, and trust.