Privacy Policy - Man With Van Falconwood

This Privacy Policy explains how Man With Van Falconwood collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Falconwood customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Falconwood provides man and van removal services, collection and delivery services, and related moving support. In the course of operating our services, we may act as a data controller for personal information that we decide to collect and use for business and service purposes. This policy explains the categories of data we collect and the reasons we process it.

2. Information We Collect

We only collect personal data that is necessary for booking, delivering, and managing our services, as well as for legal, administrative, and operational purposes. The types of information we may collect include:

Identity information such as your name and, where required, business name.
Contact information such as your telephone number and email address.
Service details such as pick-up and delivery addresses, dates, preferred times, property access notes, and items to be moved.
Payment and billing information such as records of transactions, invoices, and payment status.
Communication records such as messages, enquiries, complaints, and booking confirmations.
Operational information such as instructions for handling items, parking requirements, or service preferences.
Technical information if you contact us electronically, including basic device or usage data needed to maintain security and functionality of our systems.

We do not intentionally collect more information than is necessary for service delivery. Special category data is not usually required. If such information is incidentally disclosed by a customer, we will handle it only where a lawful basis applies and where it is necessary for the specific situation.

3. How We Use Personal Data

We use personal information only for legitimate business purposes connected to our moving services. These purposes include:

providing quotes and processing bookings;
planning and carrying out removals and deliveries;
communicating with customers about service arrangements;
issuing invoices, processing payments, and maintaining accounts;
responding to enquiries, feedback, or complaints;
meeting legal, tax, insurance, and regulatory obligations;
maintaining records for service quality, dispute handling, and business administration;
protecting the security of our operations, staff, customers, and property.

We do not use personal data for purposes that are incompatible with the reasons for which it was collected, unless we have a lawful basis to do so and have informed you where required.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Man With Van Falconwood may rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging collection and delivery, and managing the service you have requested.

Legal Obligation

We may process data where required to comply with legal obligations, including accounting, tax, insurance, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process data based on our legitimate interests where those interests are not overridden by your rights and freedoms. This may include improving our services, managing customer relationships, preventing misuse, handling disputes, and maintaining safe and efficient operations.

Consent

In limited situations, we may rely on your consent. Where consent is used, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data only when necessary and with appropriate safeguards in place. We do not sell personal data. We may share information with trusted third-party service providers who act as data processors on our behalf. These processors may include:

payment processing providers;
accounting or bookkeeping services;
IT support and hosting providers;
communication service providers;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers;
subcontracted service providers where needed to complete a job.

All processors are required to handle personal data securely, use it only for instructed purposes, and comply with data protection obligations. We may also disclose information where required by law, court order, or regulatory authority, or where disclosure is necessary to protect rights, property, safety, or legitimate business interests.

6. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. We will only make such transfers where necessary and lawful.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and business requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

Typical retention approach:

booking and service records are kept for a reasonable period after completion to deal with queries or disputes;
financial and invoice records are retained for the period required by tax and accounting laws;
complaints and correspondence may be retained to evidence service history and resolve future concerns;
information no longer needed is securely deleted or anonymised.

We apply retention controls so that data is not kept indefinitely without purpose. When retention ends, data is disposed of securely.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and limited access on a need-to-know basis. While no system can be guaranteed completely secure, we take data protection seriously and review our practices regularly.

9. Your Rights

As a data subject under UK GDPR, you have important rights in relation to your personal data. These rights may be exercised subject to legal conditions and exemptions. Your rights include:

The right of access – to request confirmation of whether we process your data and to receive a copy of it.
The right to rectification – to request correction of inaccurate or incomplete information.
The right to erasure – to request deletion of personal data in certain circumstances.
The right to restrict processing – to ask us to limit how we use your data in some situations.
The right to data portability – to request certain data in a structured, commonly used, machine-readable format.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent – where processing is based on consent.

If you believe your data is inaccurate, unlawfully used, or no longer needed, you may contact us to exercise your rights. We will respond in line with applicable legal requirements.

10. Children’s Data

Our services are intended for adult customers and organisations arranging moving services. We do not knowingly collect personal data from children unless it is necessary in connection with a household service request and lawfully provided by an adult responsible for the booking. If we become aware that data has been collected inappropriately, we will take suitable steps to delete it.

11. Automated Decision-Making

We do not normally use fully automated decision-making or profiling that produces legal or similarly significant effects. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

13. Summary of Our Commitment

Man With Van Falconwood respects your privacy and is committed to processing personal data responsibly, securely, and transparently. We collect only what is needed, use it for clear and lawful purposes, share it only with trusted processors or where legally required, and keep it only for as long as necessary. All Man With Van Falconwood customers in the area are covered by this policy. We aim to ensure that our handling of personal data supports reliable service while safeguarding your rights and trust.