Privacy Policy - Man With Van Tulsehill

Man With Van Tulsehill is committed to protecting the privacy of all customers in the Tulsehill area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when providing our moving, delivery, packing, storage, and related services. It applies to all Man With Van Tulsehill customers in the area, including individual customers, household clients, and business customers who use our services.

1. Who We Are

For the purposes of data protection law, Man With Van Tulsehill acts as the data controller for the personal data we collect and process in connection with our services. This means we determine why and how your personal information is used. We are committed to handling 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.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting legal obligations. Depending on your interaction with us, we may collect the following types of information:

Identity data: your name, title, and, where relevant, business name.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: moving date, property access details, inventory information, requested services, and delivery instructions.
Payment data: payment status, transaction references, billing details, and invoice records. We do not store card details unless handled by a secure payment processor.
Communications data: messages, emails, phone call notes, and customer service correspondence.
Technical data: limited information such as IP address or browser details if you interact with digital systems used to manage enquiries or bookings.
Special category data: we do not intentionally collect special category data, such as health information or political opinions, unless you voluntarily provide it and it is necessary for a specific service or legal reason.

We do not seek to collect more information than is needed. Where possible, we use the minimum amount of personal data required to carry out our services efficiently and safely.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving services;
to arrange packing, loading, unloading, and transport;
to communicate with customers about service updates or scheduling;
to prepare invoices, process payments, and maintain accounting records;
to handle complaints, claims, and customer support issues;
to comply with legal, tax, insurance, and regulatory requirements;
to improve our operations, service quality, and customer experience;
to protect against fraud, misuse, or unlawful activity.

We will only process your data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies and we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Man With Van Tulsehill 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 managing bookings, carrying out removals, confirming job details, and issuing invoices.

Legal Obligation

We may process and retain data when required to comply with legal obligations, such as tax, accounting, insurance, record-keeping, or responding to lawful requests from 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. Examples include improving service delivery, maintaining records, preventing fraud, and managing customer support. We always consider whether the impact on your privacy is proportionate and reasonable.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional marketing communications. If consent is used as the lawful basis, you may withdraw it at any time. Withdrawal of consent will not affect processing carried out before consent was withdrawn.

5. Sharing Personal Data and Processors

We do not sell personal data. However, we may share information with trusted third parties who help us operate our business and provide services. These third parties act as processors when they process data on our behalf and under our instructions. They are required to protect your data and use it only for the agreed purpose.

Examples of processors and recipients may include:

Payment service providers: for secure payment handling and transaction processing;
Accounting and bookkeeping providers: for invoicing, tax, and financial administration;
IT and cloud storage providers: for secure data storage, email systems, and business software;
Customer management platforms: for booking administration and service coordination;
Professional advisers: such as accountants, insurers, legal advisers, or auditors where necessary;
Subcontractors or operational partners: where needed to complete a service you have requested.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, property, or safety of our business, our customers, or others.

6. International Transfers

If any of our processors store or access data outside the UK, we will take appropriate steps to ensure adequate protection in line with applicable data protection laws. This may include using approved transfer mechanisms and safeguarding measures to keep your personal information secure.

7. Data Retention

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

In general:

booking and service records are retained for a period necessary to manage the contract and any follow-up queries;
financial and invoice records are kept for the period required by tax and accounting law;
complaints, claims, and dispute records may be retained for longer where needed to establish or defend legal claims;
unused enquiry data may be deleted after a reasonable period if no service is booked.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we work to maintain a high standard of data protection.

9. Your Rights

As a data subject, you have several rights under data protection law. These rights may apply in certain circumstances and may be subject to legal exceptions. They 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 ask us to delete your data where there is no lawful reason for us to keep it;
Right to restriction: you can request that we limit how we use your data in certain situations;
Right to object: you can object to processing based on legitimate interests or direct marketing;
Right to data portability: you can request certain data in a structured, commonly used format where technically feasible;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal timeframes and requirements. We may need to verify your identity before acting on your request to protect your information.

10. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects on customers. Any decisions related to quotations, service arrangements, or operational planning are made with human involvement.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing a service requested by an adult customer. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

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 protection practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Man With Van Tulsehill will only process personal data where there is a lawful basis to do so, and only for clear, legitimate purposes connected to our services. We limit data collection, use trusted processors, apply sensible retention periods, and respect your rights. This policy is designed to ensure that all Man With Van Tulsehill customers in the area can rely on fair, transparent, and responsible handling of their personal information.

Last updated: current version