Privacy Policy - Man With Van Hadley Wood

This Privacy Policy explains how Man With Van Hadley Wood collects, uses, stores, shares, and protects personal data in connection with our moving, removal, delivery, and related services. It applies to all Man With Van Hadley Wood customers in the area, including individuals, families, businesses, landlords, tenants, and anyone who uses or enquires about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. What Personal Data We Collect

We collect only the data that is necessary to provide our services, manage our operations, and meet our legal obligations. The information we may collect includes:

Identity details such as your name, title, and, where relevant, the name of your business or organisation.
Contact details such as telephone number, email address, billing address, collection address, and delivery address.
Service information such as booking details, moving requirements, property access information, item lists, preferred dates, and special handling instructions.
Payment and transaction data such as payment method, invoice details, and records of payments made or due.
Communication records such as emails, messages, phone notes, complaint records, and service feedback.
Technical data in limited circumstances, such as device or browser information if you interact with our digital systems.
Proof and verification data where required to confirm identity, address, or entitlement to use certain services.

We do not seek to collect unnecessary information. If you choose to provide additional details, we will only use them where they are relevant to your enquiry or booking.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver moving, removal, loading, unloading, and related services.
To manage schedules, staff allocation, routes, and service planning.
To issue invoices, process payments, and keep accounting records.
To communicate with you about your booking, changes, delays, or service updates.
To handle complaints, claims, or disputes.
To comply with legal, tax, insurance, and regulatory obligations.
To protect the security of our business, staff, customers, and property.
To improve our services, customer experience, and operational efficiency.

We will not use your personal data for purposes that are incompatible with those described in this policy unless we have a lawful basis to do so.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out your move, and managing payments.

Legal Obligation

We may process data when required to comply with the law. This can include tax recordkeeping, accounting requirements, fraud prevention, or compliance with lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our operations, maintaining service records, improving quality, preventing misuse, and protecting our business from risk.

Consent

In limited cases, we may rely on your consent. For example, if we ask to use information for a specific optional purpose, you may withdraw consent at any time. Withdrawal of consent does not affect processing already carried out before it was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties when necessary to operate our business and provide our services. These third parties act either as processors or independent controllers, depending on the service they provide.

Processors may include:

Payment service providers who handle card or online transactions.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store or process business records securely.
Email, messaging, and communication providers used for service administration.
Scheduling, routing, or operational software providers used to manage bookings.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We require processors to keep your data secure, use it only for the agreed purpose, and comply with data protection obligations.

We may also disclose personal data to:

Law enforcement or regulatory bodies where required by law.
Courts, tribunals, or legal advisers in connection with claims or disputes.
Insurers in the event of a claim, incident, or damage report.
Other parties where you have asked us to do so or where disclosure is otherwise lawful.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. The retention period depends on the type of data and the reason it is held.

In general, booking records, invoices, and financial records may be kept for several years to comply with tax and accounting rules. Communication records and service notes may also be retained for a reasonable period to manage customer service, resolve disputes, and maintain accurate business records.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods are reviewed periodically to ensure they remain appropriate.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited permissions, staff awareness, and safe disposal methods.

Although no system can be guaranteed to be completely secure, we work to reduce the risk of misuse and to maintain appropriate safeguards in line with the nature of the data we hold.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable law. This may include using providers located in other countries or using systems that store information internationally. We will only do so where suitable protective measures are available.

8. Your Rights

Under data protection law, 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 data.
Right to erasure – to request deletion of data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the law allows.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we will assess it in line with applicable law and respond within the required timeframe.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a household move or another service request made by an adult customer. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Our Commitment

We respect your privacy and are committed to processing personal data responsibly. Whether you are requesting a quote, booking a move, making a payment, or contacting us about an existing service, we aim to handle your information with care, confidentiality, and transparency. Man With Van Hadley Wood will only process data that is necessary, lawful, and relevant to delivering high-quality services to customers in the area.

By using our services, you acknowledge that you have read and understood this Privacy Policy.