Privacy Policy - Man With Van Haroldpark

This Privacy Policy explains how Man With Van Haroldpark collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Haroldpark customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives our moving or transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.

1. Who We Are

Man With Van Haroldpark provides moving, transport, and related logistics services. For the purposes of data protection law, we act as the data controller for personal data we collect and use in the ordinary course of operating our services. This means we decide why and how personal data is processed. We take privacy seriously and only process information where there is a valid legal basis and a clear business need.

2. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. The categories of data we collect may include:

Identity information: name, title, and any relevant identification details required to provide the service.
Contact information: phone number, email address, billing address, and service address.
Booking and service information: details about the move, items to be transported, preferred dates, access instructions, and service preferences.
Payment information: payment status, transaction records, and limited financial details necessary to process payments.
Communication records: emails, messages, notes from calls, and any feedback or complaints you provide.
Technical data: basic information such as IP address, device type, browser type, and logs if you interact with our digital systems.
Special category data: we do not generally seek this type of information. If it is incidentally disclosed to us, we will only process it where lawful and necessary.

We aim to collect only the information needed to arrange, perform, and improve our services. We do not knowingly collect more data than is required for operational, legal, or administrative purposes.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, schedule services, and manage bookings;
to deliver moving and transport services safely and efficiently;
to communicate with customers about their requests, changes, or service updates;
to issue invoices, process payments, and maintain accounting records;
to manage complaints, claims, and service-related disputes;
to comply with legal obligations, tax requirements, and regulatory duties;
to monitor and improve service quality, planning, and customer experience;
to protect against fraud, misuse, or unlawful activity.

We will only use your personal data where the use is compatible with the purpose for which it was collected, or where a new purpose is otherwise permitted by law.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the moving service, and handling payments related to that service.

Legal obligation

We may process personal data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, or regulatory obligations.

Legitimate interests

We may process data for our legitimate interests where those interests are not overridden by your rights and freedoms. This includes managing our business, improving services, preventing fraud, responding to customer enquiries, and maintaining secure operations.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or non-essential processing require it. When consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. How We Share Personal Data

We may share personal data with trusted third parties when necessary for service delivery, administration, or legal compliance. These third parties act as processors or, in some cases, independent controllers.

Payment processors to handle card or other payment transactions securely.
Accounting and bookkeeping providers to support financial administration.
IT and cloud service providers to store and protect business records, emails, and operational data.
Customer communication tools to manage messages and booking coordination.
Legal, insurance, or claims advisers where needed to resolve disputes or comply with obligations.
Authorities or regulators where disclosure is required by law.

We require processors to handle personal data securely, only on our instructions, and in accordance with data protection law. We do not sell personal data.

6. International Transfers

If personal data is transferred outside the UK or European Economic Area, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take steps to ensure that transferred data receives a level of protection consistent with GDPR requirements.

7. 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 depend on the type of information and the context in which it was obtained.

Booking and service records: retained for the period needed to manage the service and any related follow-up.
Financial and tax records: retained for the duration required by law.
Complaints and claims data: retained until the matter is resolved and for a reasonable period afterward.
Communication records: retained as needed for business administration and evidence of instructions.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner. We aim to retain information only for the minimum period necessary and no longer.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, data minimisation, password protection, and restricted internal access. Although no system can be guaranteed completely secure, we work to maintain a level of security suitable for the nature of the data we process.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits, these rights include:

Right of access: you may request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification: you may request correction of inaccurate or incomplete information.
Right to erasure: you may request deletion of your data where there is no lawful reason to keep it.
Right to restriction: you may ask us to limit processing in certain circumstances.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request a structured copy of certain data in a machine-readable format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by GDPR, unless an extension is permitted due to complexity or volume. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

10. Children’s Data

Our services are not intended for children as a primary audience, and we do not knowingly collect personal data from children except where necessary as part of a service arrangement involving an adult customer. If we become aware that we have collected data from a child without appropriate legal basis, we will take steps to delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will continue to apply to all Man With Van Haroldpark customers in the area from the date it takes effect. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

12. Summary of Our Commitment

We are committed to respecting your privacy, collecting only the personal data we need, and processing it fairly and securely. We use lawful bases such as contract, legal obligation, consent, and legitimate interests. We retain information only as long as necessary, use trusted processors where required, and support your rights under GDPR. Our approach is designed to ensure that personal data is handled responsibly throughout the customer journey.