Privacy Policy - Man With Van Stgiles

This Privacy Policy explains how Man With Van Stgiles collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Stgiles customers in the area, including anyone who requests a quotation, books a service, communicates with us, or otherwise uses our moving and transport services.

1. Who We Are

Man With Van Stgiles provides removals, delivery, transportation, and related moving services. In providing these services, we act as a data controller for the personal data we collect and use for our own business purposes. This means we decide why and how your personal information is processed, in line with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide and for managing our business. Depending on the nature of your enquiry or booking, we may collect the following categories of information:

Identity information, such as your name.
Contact information, such as address details, email address, and telephone number.
Service details, such as move date, locations, item descriptions, access requirements, and preferred service options.
Payment and billing information, where needed to process invoices, payments, or refunds.
Communication records, including enquiries, booking notes, complaint details, and correspondence.
Technical information, such as basic website or device information if you submit an online enquiry or interact with our digital systems.
Special instructions relevant to the service, for example access arrangements, parking constraints, or fragile item handling.

We do not seek to collect sensitive personal data unless it is strictly necessary and lawful to do so. If any such information is provided by you, it will be handled with additional care and only for the purpose for which it was supplied.

3. How We Use Personal Data

We use personal data to deliver our services effectively and to manage our relationship with customers. Typical uses include:

Providing quotes and assessing service requirements.
Managing bookings, scheduling, and operational planning.
Communicating with customers about their service.
Preparing invoices, recording payments, and handling refunds where applicable.
Responding to questions, feedback, or complaints.
Maintaining business records and meeting legal, tax, and accounting obligations.
Protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for a compatible purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. We rely on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging services, carrying out a move, and administering payments.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as keeping accounting records, meeting tax requirements, or responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, maintaining records, preventing fraud, and handling customer service matters.

Consent

In some limited cases, we may rely on your consent, for example for certain optional communications. Where consent is used, you may withdraw it at any time.

5. 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 may vary depending on the type of information and the reason for processing.

In general:

Customer booking records are retained for a period needed to manage the service and address any follow-up queries or disputes.
Financial records are retained for the period required by tax and accounting laws.
Correspondence and complaint records are retained for as long as necessary to resolve issues and demonstrate compliance.
Enquiry data that does not lead to a booking may be kept for a shorter period, unless needed for legitimate business or legal reasons.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

6. Processors and Sharing of Data

We may use trusted third-party processors to help us operate our business and provide services. These processors act only on our instructions and are contractually required to protect personal data and use it only for specified purposes.

Examples of processors may include:

IT and hosting providers that support our systems, data storage, or email services.
Accounting and bookkeeping providers that help with invoicing, record keeping, and financial administration.
Payment service providers that process card or electronic payments securely.
Customer management tools used to organise bookings and service communications.

We may also disclose personal data where required by law, to protect our legal rights, or to respond to legitimate requests from regulators, courts, or law enforcement. We do not sell personal data.

7. Data Security

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we hold and the risks involved in processing it. While no system can be guaranteed completely secure, we work to keep data protected and access limited to authorised persons only.

8. Your Rights Under GDPR

As a data subject, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your personal data in certain circumstances.
Restrict how we use your data in specific situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you have provided to us where processing is based on consent or contract and carried out by automated means.
Withdraw consent where we rely on consent.

You also have the right to raise concerns with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns fairly and promptly.

9. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and explain the safeguards that apply.

10. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move or related service arrangement. Where such data is processed, it will be limited to what is necessary for service delivery and handled in accordance with this policy.

11. International Transfers

If any service provider processes data outside the UK, we will take steps to ensure that appropriate safeguards are in place to protect your personal information in accordance with applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

13. Summary of Our Commitment

Man With Van Stgiles is committed to handling personal data lawfully, fairly, and transparently. We collect only what is needed, use it for legitimate business and service purposes, keep it no longer than necessary, and apply suitable safeguards when working with trusted processors. We respect your rights and will act on valid requests in accordance with data protection law.

This policy is intended to provide a clear privacy notice for customers and prospective customers of Man With Van Stgiles in the area.