Privacy Policy - Man With Van Neweltham

This Privacy Policy explains how Man With Van Neweltham collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Neweltham customers in the area, including individuals and businesses who request or receive our removal, transport, delivery, or related van services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Neweltham provides moving and transport services for local customers in the area. For the purpose of data protection law, we act as a data controller when we decide how and why personal data is used. In some cases, we may act as a data processor if we process information strictly on behalf of another business customer under its instructions.

2. Information We Collect

We collect only the personal data needed to provide and manage our services. The information we may collect includes:

Identity details such as your name, and where relevant, company name and job title.
Contact details such as telephone number and email address.
Service information including collection and delivery addresses, property access details, moving dates, inventory details, and special handling instructions.
Payment information such as payment status, billing records, and transaction references. We do not intentionally store full payment card details unless required for a lawful and secure payment process.
Communication records including emails, phone notes, quotes, complaints, feedback, and service updates.
Technical information where applicable, such as basic website or device usage data if you contact us through online channels.

We may also receive information from third parties, including business partners, subcontracted service providers, or another person acting on your behalf, where that is necessary to arrange or deliver a service.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving services.
To communicate with you about scheduling, access, delays, service changes, or service completion.
To manage payments, invoices, and account records.
To respond to enquiries, complaints, or claims.
To improve our services, operations, and customer experience.
To maintain internal records, accounting, and business administration.
To meet legal, tax, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity and to protect our business, staff, and customers.

We do not use personal data for purposes that are incompatible with the reason it was collected, unless we have a lawful basis to do so and you would reasonably expect such use.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. We rely 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 managing quotes, bookings, delivery arrangements, invoicing, and service completion.

Legal Obligation

We process certain information where required to comply with legal obligations, such as tax, accounting, record-keeping, and lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, internal administration, fraud prevention, quality control, and responding to customer inquiries. We always consider the impact on your privacy before relying on this basis.

Consent

Where required, we will rely on your consent, for example for specific optional communications or certain forms of marketing. If consent is used, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with applicable legal and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are generally retained for the period needed to manage services and resolve any related issues.
Financial and tax records are retained for the period required by law.
Communications and complaint records may be retained for a reasonable period after service completion for evidence, service improvement, and dispute resolution.
Unused enquiry data may be deleted after a shorter period if no booking follows, unless we must keep it for legal reasons.

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

6. Sharing and Processors

We may share personal data only when necessary and appropriate. Where we use other organisations to process data on our behalf, they act as processors. They may only use the data according to our instructions and must keep it secure.

Examples of processors or recipients may include:

Payment providers used to process transactions securely.
Accounting and bookkeeping providers used for financial administration and tax compliance.
IT and data storage providers used for secure record keeping, communication systems, or backup services.
Subcontracted transport or support services where needed to complete a booking or delivery.
Professional advisers such as insurers, lawyers, or auditors where necessary for business, legal, or claims purposes.

We may also disclose personal data to public authorities, regulators, or law enforcement where required by law or where disclosure is necessary to protect our rights, staff, customers, or property.

We do not sell your personal data.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and restricted data sharing. While no system is completely risk-free, we work to reduce risks and handle information responsibly.

8. Your Rights

As a data subject, you have several rights under UK GDPR, subject to certain legal limitations. These rights include:

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
Right to erasure - you can request deletion of your data in certain circumstances.
Right to restriction - you can ask us to limit the way we use your data in certain cases.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request that we provide certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

If you wish to exercise your rights, we will review your request and respond within the timeframe required by law. We may need to verify your identity before taking action.

9. International Transfers

In general, we aim to store and process data within the UK or countries that provide an adequate level of protection. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in line with data protection law.

10. 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 service request and provided by an adult customer or lawful representative.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically.

12. Summary of Our Commitment

Man With Van Neweltham is committed to using personal data responsibly and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and only share it with trusted processors or other recipients where appropriate. We respect your rights and aim to handle every customer’s information with care, fairness, and integrity.

Important: This Privacy Policy applies to all Man With Van Neweltham customers in the area and forms part of our commitment to lawful and respectful data handling.