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 anyone who enquires about, books, or receives our moving and van services. We are committed to handling personal information in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Richmond provides removals, delivery, transportation, and related moving services. In order to manage enquiries, complete bookings, carry out services, and meet legal and operational obligations, we may need to process personal information about customers, prospective customers, and other individuals connected with a booking.

This policy applies to all customers in Richmond and the surrounding area who use our services or communicate with us in relation to those services.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The types of data we may collect include:

Identity information such as your name and, where needed, the names of other people involved in the move.
Contact information such as address details, email address, and telephone number.
Booking information such as moving dates, collection and delivery locations, property access details, and service requirements.
Payment and billing information necessary to process invoices, receipts, refunds, or payment confirmations.
Service communication records including enquiries, quotes, complaints, and correspondence.
Operational information relating to items being moved, special handling instructions, parking or access needs, and delivery notes.
Technical information if you communicate electronically with us, such as limited device or browser data, to the extent required for security and service administration.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily or it is otherwise lawful to process. If such information is shared with us, we will only use it where required to provide the service or to comply with legal obligations.

3. How We Use Personal Data

We process personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, confirm, and deliver moving or transport services.
To manage schedules, logistics, and service delivery.
To issue invoices, take payments, and maintain financial records.
To communicate with customers about bookings, changes, or service issues.
To keep internal business records and manage customer relationships.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity and maintain the security of our services.

We do not sell personal data. We only share data where necessary for service delivery, legal compliance, or legitimate operational needs.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, Man With Van Richmond relies on the following lawful bases:

Contract

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

Legal Obligation

We may process data when required to comply with legal obligations such as tax, accounting, fraud prevention, or record-keeping requirements.

Legitimate Interests

We may use personal data for our legitimate business interests, such as improving our services, managing communications, maintaining records, and protecting against misuse. When we rely on legitimate interests, we consider and balance any potential impact on your rights and freedoms.

Consent

In limited cases, we may rely on your consent, for example where processing is not covered by another lawful basis. If consent is used, you can withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data with carefully selected third-party service providers who act as data processors on our behalf. These processors only process data under our instructions and are required to keep it secure and confidential.

Examples of processors may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for invoice management and tax compliance.
IT and cloud storage providers for secure data storage, communication tools, and operational systems.
Administrative support providers assisting with scheduling, record management, or customer communications.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose personal data to public authorities, regulators, courts, or law enforcement where required by law or where necessary to protect our rights, customers, or business.

Any third party receiving personal data must process it in line with applicable data protection laws and appropriate security safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law.

Enquiry and quotation records may be kept for a limited period to manage follow-up questions and service administration.
Booking and service records are retained for the duration needed to deliver the service and manage any post-service issues.
Financial and tax records are kept for the period required by accounting and tax laws.
Complaint or dispute records may be retained for as long as necessary to resolve the matter and establish or defend legal claims.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and regular review of our data handling practices. However, no system is completely secure, and we cannot guarantee absolute security.

8. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place to protect the information in line with applicable law. These safeguards may include approved contractual protections or other lawful transfer mechanisms.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent where we rely on consent for processing.

You also have the right to make a complaint to the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can attempt to resolve them promptly.

10. Children’s Data

Our services are intended for adults and business or household customers arranging removals or transport. We do not knowingly collect personal data from children except where it is incidental to a service arrangement and necessary for safe and lawful service delivery.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any updated 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 handle personal data.

12. Summary of Our Commitment

Man With Van Richmond is committed to processing personal information responsibly, transparently, and securely. We collect only the data needed to provide our services, rely on clear lawful bases, retain data for no longer than necessary, and use processors only where appropriate safeguards are in place. This policy applies to all Man With Van Richmond customers in area and is designed to ensure that your information is handled with care and respect.