Privacy Policy - Man With Van Burntoak

This Privacy Policy explains how Man With Van Burntoak collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Burntoak customers in the area, including individuals, households, and business clients who request or receive our moving, transport, loading, packing, delivery, or related services.

1. Who We Are

Man With Van Burntoak provides local and regional van and moving services. In order to deliver our services properly, we must process certain personal data about customers, potential customers, recipients of deliveries, and in some cases third parties connected to a booking. We are committed to handling all personal data in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect data that is relevant and necessary for providing our services, managing bookings, and meeting legal obligations. The types of personal data we may collect include:

Identity data such as name, title, and company name if applicable.
Contact data such as address, email address, and telephone number.
Service details such as pickup and delivery locations, access notes, item descriptions, date and time of service, and special handling requirements.
Payment-related data such as billing address, payment confirmation, and transaction records.
Communication data such as enquiries, booking messages, complaints, and customer feedback.
Technical data where applicable, such as basic website or device information used to improve service performance and security.
Evidence data such as photographs, inventory lists, or condition notes required for damage assessment, delivery confirmation, or service verification.

We do not intentionally collect special category data unless it is provided by you and is strictly necessary for a particular service or legal requirement. Special category data includes information about health, religious beliefs, ethnicity, or other sensitive matters. Where such data is incidentally shared with us, we will only process it where a lawful basis exists and additional safeguards are in place.

3. How We Use Personal Data

We use personal data only for clear and legitimate purposes. These purposes include:

Managing enquiries and providing quotes.
Arranging, confirming, and carrying out moving or van services.
Contacting customers about service updates, access issues, timing changes, or completion details.
Handling payments, invoices, and record keeping.
Dealing with complaints, insurance matters, or damage claims.
Maintaining service quality, preventing fraud, and protecting our business.
Meeting legal, tax, accounting, and regulatory obligations.

We will not use personal data in a way that is incompatible with the original purpose for which it was collected. If we need to use data for a new purpose, we will make sure that the new use is lawful and fair.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on the following lawful bases:

4.1 Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging collection and delivery, and completing moving services.

4.2 Legal Obligation

We process certain information because the law requires us to do so. This may include tax records, accounting records, and other compliance obligations.

4.3 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing bookings, improving service delivery, responding to complaints, securing our systems, and maintaining evidence for service disputes. When we rely on legitimate interests, we assess the impact on your privacy and only use the minimum data needed.

4.4 Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or where consent is needed for a specific processing activity. If we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4.5 Vital Interests and Public Task

These bases are unlikely to apply in normal service operations, but we may use them in rare circumstances if necessary to protect someone’s vital interests or if required by law.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties when necessary to operate our business and provide services. These third parties act either as independent controllers or as processors acting on our behalf. We require processors to handle personal data securely, only on our instructions, and in accordance with data protection law.

5.1 Types of Processors We May Use

IT and hosting providers for secure storage, email, or system support.
Payment processors for handling card or electronic transactions.
Accounting and bookkeeping providers for financial administration and tax compliance.
Customer service tools for enquiry management and communication records.
Insurance or claims handlers where required for incidents, disputes, or damage claims.
Professional advisers such as lawyers, insurers, or auditors where necessary.

We may also disclose data if required by law, court order, or a lawful request from a public authority. Where possible, we limit the information disclosed to what is necessary.

6. 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 depend on the type of data and the reason it was collected.

Booking and service records are generally kept for a period needed to manage service history, complaints, and disputes.
Financial and tax records are retained for the period required by law.
Correspondence may be kept for as long as needed to resolve enquiries or support legitimate business administration.
Claims and incident records may be retained longer where necessary for insurance or legal purposes.

When personal data is no longer needed, we securely delete, anonymise, or destroy it. We do not keep data indefinitely.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, limited staff access, password protection, and careful selection of processors. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk and protect your information.

8. Your Rights

As a data subject, you have rights under data protection law. These rights may apply depending on the legal basis and the circumstances of the processing.

Right of access – you can ask for 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 in certain cases.
Right to restriction – you can ask us to 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 applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in a family service arrangement and where the adult customer has provided the information lawfully. If we learn that data has been collected improperly, we will take appropriate steps to delete it.

10. International Transfers

If any of our processors store or process data outside the UK, we will make sure that appropriate safeguards are in place to protect your personal data in line with legal requirements. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Man With Van Burntoak respects your privacy and processes personal data fairly, lawfully, and transparently. We collect only the information needed to provide reliable moving and transport services, we keep it only as long as necessary, and we share it only with trusted processors or where required by law. We are committed to protecting your rights and handling your information with care, professionalism, and accountability.