Privacy Policy - Man With Van Sandsend

Effective for all Man With Van Sandsend customers in the Sandsend area and surrounding local service area.

This Privacy Policy explains how Man With Van Sandsend collects, uses, stores, shares, and protects personal data in connection with our services. It applies to all customers, prospective customers, and individuals who interact with us in the Sandsend area. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or providing your personal information to us, you acknowledge that your data may be processed as described in this policy. We only process personal data where we have a valid legal basis and only for legitimate business purposes related to our moving and transportation services.

1. Information We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, and meet legal or contractual obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity details such as your name and, where relevant, the names of other people associated with the booking.
Contact details such as address, telephone number, and email address.
Service information including pickup and delivery addresses, moving dates, item descriptions, property access details, and service preferences.
Payment and billing details such as transaction references, invoice information, and payment status.
Communication records including emails, messages, notes from calls, complaints, and feedback.
Technical information if you contact us online, such as device type, browser information, and basic usage data where applicable.

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such information is incidentally provided to us, for example within delivery notes or access instructions, we will treat it with additional care and limit its use to what is strictly necessary.

2. How We Use Personal Data

We use personal data to operate our business and to provide a reliable moving service. Typical uses include:

Responding to enquiries and providing quotations.
Managing bookings, scheduling jobs, and delivering services.
Communicating about service updates, access requirements, or changes to the booking.
Processing payments, issuing invoices, and handling refunds where applicable.
Maintaining records for administration, quality assurance, and dispute resolution.
Complying with tax, accounting, and other legal obligations.
Preventing fraud, misuse, or unlawful activity.

We only use your data in ways that are compatible with the purpose for which it was collected, unless we reasonably believe another lawful basis applies or the law requires otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstance, we 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 quoting, booking, carrying out the move, and handling related service administration.

Legal Obligation

We may process and retain certain records where required by law, including tax, accounting, insurance, or regulatory obligations.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our operations, maintaining service records, improving customer service, and protecting our business against fraud or claims.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate to use certain optional data or communication preferences. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties only when necessary for the purposes described in this policy. Where third parties process personal data on our behalf, they act as processors and may only use the data in accordance with our instructions and data protection law.

Processors and other recipients may include:

Payment service providers who help process card or electronic payments.
Accounting and bookkeeping providers who support financial administration and compliance.
IT and storage providers who host systems, communications, or data backups.
Scheduling or customer management tools used to organise jobs and records.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

We do not sell personal data. If data is shared with a processor, we take reasonable steps to ensure appropriate security, confidentiality, and contractual protections are in place.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records are generally retained for a period necessary to manage the customer relationship and resolve any follow-up queries or disputes.
Financial and tax records are retained for the period required by applicable law.
Complaint or claims records may be retained longer where needed to establish, exercise, or defend legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. Retention periods are reviewed periodically to ensure they remain appropriate and lawful.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and contractual safeguards with processors. While no system can be guaranteed completely secure, we work to reduce risk and handle data responsibly.

7. Your Rights

As a data subject under UK GDPR, you have rights regarding your personal data. Depending on the circumstances, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your data where there is no lawful reason for us to keep it.
Restriction of processing in certain situations.
Data portability for information you provided to us, where applicable.
Object to processing based on legitimate interests or direct marketing, where relevant.
Withdraw consent at any time where processing is based on consent.

You also have the right to be informed about how your data is used and to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been violated. We encourage you to raise concerns with us first so that we can try to resolve them promptly and fairly.

8. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and the transfer complies with applicable data protection law. Such safeguards may include adequacy regulations or contractual protections designed to keep your data secure and protected.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from children except where it is necessary in the context of a move, such as household or access details supplied by an adult customer. Where information about minors is incidentally included, it will be processed only as needed for service delivery and related administration.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling 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 information is used.

11. Summary of Our Commitment

Man With Van Sandsend is committed to protecting personal data and respecting the privacy of every customer in the Sandsend area. We collect only the information needed to provide our services, use it on a lawful basis, store it securely, share it only with necessary processors, and keep it only for as long as required. We also respect your rights and will handle your information in a transparent and accountable way.

This policy applies to all Man With Van Sandsend customers in the area.