Privacy Policy - Man With Van Cudham

This Privacy Policy explains how Man With Van Cudham collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, loading, unloading, and related services. It applies to all Man With Van Cudham customers in the area, including prospective customers, current customers, and anyone who contacts us about a service. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, or communicating with us, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only collect and use information that is necessary for providing our services, managing customer relationships, complying with legal obligations, and improving our operations.

1. Data We Collect

We may collect and process various categories of personal data depending on the nature of your enquiry or booking. This may include:

Identity information such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as collection and delivery addresses, move dates, property access details, inventory details, and special handling instructions.
Payment-related information such as billing details and payment confirmations. We do not necessarily store full card information where payments are processed through secure third-party providers.
Communication records including emails, messages, call notes, complaints, and service queries.
Technical data such as basic website usage data, device information, and IP address if you interact with our online services.
Operational data such as quotes requested, bookings made, service notes, and job completion records.

We may also collect information you choose to provide about items being moved, including notes about fragile goods, access issues, or other service requirements. Where relevant, this information helps us deliver the service safely and efficiently.

2. How We Use Your Data

We use personal data only where it is necessary for legitimate business purposes and lawful processing. Typical uses include:

providing quotations and confirming bookings;
planning, carrying out, and completing moving services;
communicating with you about service arrangements, changes, or issues;
processing payments and managing invoices;
responding to enquiries, complaints, and feedback;
maintaining internal records and service history;
meeting legal, regulatory, tax, and accounting obligations;
protecting our business, staff, customers, and property;
improving service quality, training, and operational efficiency.

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a valid legal basis and, where required, your consent.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging removals, and carrying out agreed services.

Legal Obligation

We may process personal data where it is necessary to comply with legal obligations, including tax, accounting, record-keeping, fraud prevention, and lawful business administration requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. This may include improving services, managing customer relationships, securing our operations, preventing misuse, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where consent is needed for a specific optional purpose. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing that took place before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and provide services. These third parties act as processors or independent controllers depending on the service they provide. They are only allowed to use your personal data for agreed purposes and must protect it appropriately.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT, cloud storage, and software providers;
communication and email service providers;
customer management and scheduling systems;
professional advisers, such as legal or financial advisers, where necessary.

We may also disclose data where required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, customers, staff, or others. We do not sell personal data.

5. International Transfers

Where any processor stores or accesses personal data outside the UK, we take appropriate steps to ensure that your data remains protected to a standard consistent with UK data protection law. These safeguards may include approved contractual clauses or other lawful transfer mechanisms.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods depend on the type of information and the reason for holding it.

In general:

quotation and booking records may be kept for a reasonable period to manage customer relationships and future enquiries;
invoice, payment, and accounting records are retained for the period required by tax and financial laws;
communication records may be retained to resolve disputes, handle complaints, and maintain service history;
technical data may be retained for security, performance, and analytics purposes for a limited period.

When data is no longer needed, we will delete, anonymise, or securely destroy it. Where feasible, we review retained data periodically to ensure it remains necessary.

7. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, restricted permissions, and appropriate safeguarding practices. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to any suspected data breach.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal limits, these may include:

Right of access - to request a copy of the personal data we hold about you;
Right to rectification - to ask us to correct inaccurate or incomplete data;
Right to erasure - to request deletion of data in certain circumstances;
Right to restriction - to ask us to limit how we use your data in certain cases;
Right to object - to object to processing based on legitimate interests or direct marketing;
Right to data portability - to request transfer of certain data where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent - where consent is the basis for processing;
Right to complain - to raise concerns with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

If you wish to exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in every situation, as data protection law allows exceptions in certain circumstances.

9. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move and only where it is necessary for service delivery. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

10. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will update this policy and provide the required information about the logic involved and your rights.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Cudham is committed to treating personal data with care, transparency, and respect. We only collect what is necessary, use data for clear and lawful purposes, share it only with trusted processors or where required by law, and keep it only for as long as needed. This policy applies to all Man With Van Cudham customers in area, and we aim to ensure that every customer’s information is managed in a way that is secure, fair, and compliant with applicable data protection laws.