Privacy Policy - Man With Van Dagenham

This Privacy Policy explains how Man With Van Dagenham collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, and related moving services. It applies to all Man With Van Dagenham customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive services from us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Dagenham is a service provider offering moving and transportation services. In the context of data protection law, we act as a data controller when we determine the purpose and means of processing personal data for the management and delivery of our services, customer relations, billing, compliance, and business administration.

We take privacy seriously and aim to ensure that personal data is only processed where there is a valid legal basis and only for legitimate purposes connected to the services we provide.

2. Personal Data We Collect

We collect only the personal data necessary to carry out our services effectively and to manage our business responsibly. The types of information we may collect include:

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service information such as pickup and delivery addresses, moving dates, property access details, inventory lists, and special handling instructions.
Payment and billing details such as invoicing information and payment status.
Communication records including emails, messages, call notes, and booking requests.
Technical and usage data if collected through our systems, such as device information or log data used for security and service improvement.
Complaint and incident information where relevant to resolving disputes, claims, or service issues.

We do not intentionally collect special category personal data unless it is provided by you and is necessary for a specific service need, for example where access or handling requirements require additional information. If such data is provided, we will process it only where permitted by law and with appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings, schedules, and delivery arrangements.
To perform moving, removal, packing, loading, and transport services.
To communicate service updates, confirmations, and notices.
To issue invoices, process payments, and maintain financial records.
To handle customer service matters, complaints, and claims.
To meet legal, tax, insurance, and regulatory obligations.
To improve service quality, operational efficiency, and security.
To defend or establish legal claims where necessary.

We only use personal data for the purpose for which it was collected, unless we reasonably determine that another compatible purpose applies and is permitted by law.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling booking details, delivery arrangements, contact information, and payment-related data required to provide our services.

Legal Obligation

We may process certain data to comply with legal requirements, such as tax rules, accounting obligations, insurance records, and record-keeping duties.

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. This may include managing our operations, preventing fraud, protecting property, improving services, and responding to disputes.

Consent

In limited situations, we may rely on consent, for example where it is appropriate to send optional marketing communications or process particular information that is not otherwise justified by another lawful basis. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data only where necessary and with appropriate safeguards. We use trusted third parties, known as processors, who act on our instructions and are required to protect your data. These may include:

Payment processors for handling transactions.
Accounting and invoicing providers for financial administration.
IT and cloud service providers for secure storage, email, and system support.
Customer management tools used to organise bookings and communications.
Insurance or claims-related service providers where required to manage incidents.
Professional advisers such as accountants, auditors, or legal advisers.

We may also disclose personal data to public authorities, law enforcement agencies, regulators, or courts where required by law or where disclosure is necessary to protect our legal rights. We do not sell personal data.

6. International Transfers

If any processor stores or accesses personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms designed to protect your information to an adequate standard.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason it was collected.

As a general principle:

Booking and service records are retained for the period needed to manage the service and any related follow-up.
Financial and invoice records are retained for the duration required by tax and accounting law.
Correspondence and complaint records are retained for as long as needed to resolve issues and protect against claims.
Data no longer required is securely deleted, anonymised, or disposed of in a controlled manner.

We regularly review personal data to ensure that it is not held for longer than necessary.

8. Data Security

We use reasonable 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 confidentiality obligations, and limiting access to data on a need-to-know basis. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure in certain circumstances, sometimes called the right to be forgotten.
Right to restriction of processing in certain situations.
Right to data portability for data processed by automated means and based on consent or contract, where applicable.
Right to object to processing based on legitimate interests or for direct marketing.
Right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data protection rights have been infringed. Before doing so, we encourage you to raise any concerns with us so we can try to address them promptly.

10. Marketing Communications

If we send marketing communications, we will do so only where permitted by law. You can object to direct marketing at any time. If you ask us to stop using your data for marketing, we will update our records accordingly. We do not send unnecessary promotional messages, and we aim to respect your preferences.

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 necessary in connection with a household move or related service and is provided by an adult authorised to do so. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

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 handling practices. Any revised 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 their personal data is handled.

13. Summary of Our Approach

Man With Van Dagenham is committed to processing personal data in a lawful, transparent, and secure way. We collect only the data needed to provide our moving services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, and share data only with trusted processors or where required by law. We retain data only for as long as necessary and respect your rights under data protection law. This policy applies to all Man With Van Dagenham customers in the area and is designed to ensure that personal information is handled responsibly and fairly.