Privacy Policy ??? Man With Van Richmond

This Privacy Policy explains how Man With Van Richmond collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Richmond customers in the area, including individuals and businesses who request or receive moving, delivery, packing, loading, unloading, storage-related, or other transport services. We are committed to handling personal data fairly, transparently, and in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Richmond is the data controller for the personal data we collect in connection with our services. This means we decide why and how personal data is processed. We only collect data that is relevant and necessary for delivering our services, managing customer relationships, and meeting legal obligations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity details such as your name and title.
Contact details including your telephone number, email address, and service address.
Booking and service information such as move date, item details, access notes, inventory information, and service preferences.
Payment information such as billing details and transaction records.
Correspondence such as emails, messages, and notes from calls or enquiries.
Technical data if you interact with us through digital systems, including basic device or usage information where necessary for security and service administration.
Photographs or condition notes where needed to document items, property access, or damage claims.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or we are required to process it under the law. We ask customers to avoid sharing unnecessary sensitive information.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To carry out moving, transport, handling, or related services.
To communicate about service arrangements, timing, changes, and follow-up.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, or claims.
To maintain safety, security, and operational records.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, and unlawful activity.

We only use personal data for purposes that are compatible with the reason it was collected, or where we have a lawful reason to do otherwise.

4. Lawful Basis for Processing

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

Contract ??? processing is necessary to enter into or perform a contract with you, such as providing a moving or delivery service.
Legal obligation ??? processing is required to meet tax, accounting, safety, or other legal duties.
Legitimate interests ??? processing is necessary for our legitimate business interests, such as improving services, managing operations, preventing fraud, and protecting property, provided those interests are not overridden by your rights and freedoms.
Consent ??? where required, we may rely on your consent, for example for certain optional communications or for collecting specific information you voluntarily provide.

Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, tax, insurance, and business requirements. Retention periods may vary depending on the type of data and the service provided.

In general:

Booking and service records are retained for a reasonable period after the job is completed in case of queries, disputes, or follow-up issues.
Financial and invoicing records are kept for the period required by law.
Communication records may be retained to support customer service, dispute resolution, and audit purposes.
Where data is no longer needed, it is securely deleted, anonymised, or archived in a way that prevents unnecessary access.

We apply a data minimisation approach and regularly review what we hold to ensure personal data is not kept longer than necessary.

6. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors or independent controllers, where necessary for service delivery or legal compliance. These may include:

Payment providers who handle transactions securely.
Accounting or bookkeeping providers who support financial administration.
IT and cloud service providers who host or protect business systems and records.
Communication service providers used to send messages or manage enquiries.
Professional advisers such as accountants, insurers, or legal advisers.
Public authorities where disclosure is required by law or a lawful request.

When we use processors, we require them to handle personal data only on our instructions, keep it secure, and comply with data protection law. We do not sell personal data.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, password protection, and limited access to information on a need-to-know basis.

Although no system can be guaranteed completely secure, we work 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 in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

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 ??? you can request deletion of your data in certain circumstances.
Right to restriction ??? 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 or direct marketing.
Right to data portability ??? you can request transfer of certain data where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent ??? where processing relies on consent, you may withdraw it at any time.

If you believe your rights have not been respected, you may also have the right to lodge a complaint with the UK Information Commissioner???s Office. We encourage customers to raise concerns with us first so we can address them promptly.

9. Sharing Data Outside the UK

In some situations, personal data may be stored or processed outside the UK by a trusted service provider. If this happens, we will ensure appropriate safeguards are in place to protect your information in line with applicable law.

10. Children???s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children unless it is required for a service arrangement and provided by a parent, guardian, or authorised adult. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data practices. Any updated version will apply from the date it is made available. We recommend reviewing it periodically to stay informed about how we protect your personal data.

12. Summary of Our Commitments

In summary, Man With Van Richmond only processes personal data where it is needed for legitimate business, contractual, or legal purposes. We collect only relevant information, keep it no longer than necessary, use processors carefully, and respect your rights under data protection law. Your privacy matters to us, and we aim to process data in a lawful, fair, and transparent way at all times.