Privacy Policy - Man With Van Strawberry Hill

This Privacy Policy explains how Man With Van Strawberry Hill collects, uses, stores, shares, and protects personal data when providing services to customers in the Strawberry Hill area. It applies to all Man With Van Strawberry Hill customers in the area, including individuals, households, and business clients who use or inquire about our moving, delivery, loading, unloading, and related transport services.

We are committed to handling personal data in a lawful, fair, transparent, and secure way in line with the UK GDPR and the Data Protection Act 2018. This policy describes what data we collect, why we collect it, the lawful basis we rely on, how long we keep it, which processors may handle it on our behalf, and the rights available to you.

1. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. Depending on your interaction with us, this may include:

Identity details such as your name and, where relevant, business name.
Contact details such as phone number, email address, and service address.
Booking and service details such as requested dates, collection and delivery locations, item descriptions, access information, and special instructions.
Payment information such as billing details, payment status, and transaction records. We do not intentionally store full card details unless processed securely by a payment provider.
Correspondence such as emails, messages, complaints, quotes, and notes about your booking.
Operational data such as records of completed jobs, delivery confirmations, and customer preferences.
Technical data if you communicate with us electronically, including basic device or log information captured for security and service administration.

We do not collect more data than is necessary for the purposes described in this policy. We also avoid collecting special category data unless you voluntarily provide it and it is strictly needed for a lawful reason, such as to support accessibility or safety requirements.

2. How We Use Your Data

We use your personal data for the following purposes:

to provide quotations and manage bookings;
to plan, deliver, and complete moving or transport services;
to communicate with you about your service request;
to process invoices, payments, refunds, and account-related records;
to maintain service quality, resolve complaints, and handle disputes;
to comply with legal, tax, and insurance obligations;
to protect against fraud, misuse, or unauthorised access;
to improve our operational efficiency and customer experience.

We only use your personal data in ways that are compatible with the original purpose for which it was collected, unless a new lawful basis applies.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. We rely on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes booking services, arranging logistics, confirming details, and completing the move or delivery you requested.

Legal Obligation

We process certain information because the law requires us to do so, including accounting, tax, record-keeping, and compliance with insurance or transport-related obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include managing customer communications, preventing fraud, improving services, maintaining internal records, and defending legal claims.

Consent

In limited situations, we may rely on your consent, for example where you ask us to store optional information that is not required to deliver the service. Where we rely on consent, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties that support our business operations. These recipients act as processors or independent controllers depending on the service they provide. We only share information where necessary and subject to appropriate data protection safeguards.

Payment processors that handle secure card or electronic payments.
Accounting and bookkeeping providers that support invoicing, tax reporting, and financial administration.
IT and cloud service providers that store or support our business systems, email, and data backup services.
Booking or communications tools used to manage customer records and service updates.
Insurers, legal advisers, or dispute resolution services where needed to handle claims, obligations, or complaints.
Subcontractors or operational partners assisting with the delivery of services, where this is necessary to fulfil your booking.

All processors are required to act only on our instructions, protect your data appropriately, and use it only for the services they provide to us. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as approved transfer mechanisms.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, or insurance requirements. Retention periods may vary depending on the nature of the record.

Booking and service records are usually retained for a reasonable period after completion to support administration and customer service.
Financial and tax records are retained for the period required by law.
Complaint and claims records are retained for as long as needed to manage the issue and defend legal rights.
Correspondence is retained for as long as it remains relevant to the service or business relationship.

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

6. Data Security

We use 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 confidentiality practices, and regular review of our processes. While no system can be guaranteed to be completely secure, we take reasonable steps to protect the information entrusted to us.

7. Your Rights

Under data protection law, you have several rights regarding your personal data. These include:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain circumstances, also known as the right to be forgotten.
Right to restrict processing where you want us to limit how we use your data.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability for data you provided to us in a structured, commonly used format, where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise a concern with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can attempt to resolve the matter promptly and fairly.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where necessary and lawful in the context of a service arrangement, such as when a child’s name is included in delivery instructions or access notes provided by an adult customer.

9. Automated Decision-Making

We do not generally use automated decision-making that produces legal or similarly significant effects. If we ever introduce such processing, we will update this policy and ensure any required safeguards are in place.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing it periodically to stay informed about how we protect your information.

11. Summary of Key Commitments

We collect only the data necessary to provide and manage services.
We process data only where we have a lawful basis, such as contract, legal obligation, consent, or legitimate interests.
We retain data only for as long as required and then securely delete or anonymise it.
We use trusted processors under contract and with appropriate safeguards.
We respect your rights and aim to respond to requests in line with data protection law.

Man With Van Strawberry Hill values privacy and is committed to responsible data handling for every customer in the Strawberry Hill area. This policy is designed to be clear, lawful, and proportionate so you can understand how your information is managed throughout the service relationship.