Privacy Policy - Man With Van Archway

This Privacy Policy explains how Man With Van Archway collects, uses, stores, shares, and protects personal data when providing removal and moving services. It applies to all Man With Van Archway customers in the area, including individuals and businesses who request quotations, book services, or otherwise interact with our team. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Archway provides moving, transport, loading, unloading, and related logistics services. In the course of these activities, we act as a data controller for the personal data we collect and use to deliver our services, manage customer relationships, and meet legal and operational obligations.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business purposes. Depending on how you use our services, we may collect the following categories of data:

Identity information such as your name, and where relevant, business name or company representative details.
Contact information such as phone number, email address, and service address.
Service information including move date, pickup and delivery locations, property access notes, inventory details, and special handling instructions.
Payment and billing information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, call notes, quotes, complaints, and service requests.
Technical data such as basic website or device information if you contact us through digital channels, including IP address and browser type where applicable.
Special instructions that may be necessary to safely complete a move, such as access constraints, parking details, or timing requirements.

We do not intentionally collect more data than is required for the service, and we do not seek to obtain sensitive personal data unless you choose to provide it and it is necessary for the task at hand.

3. How We Use Your Data

Your personal data is used for the following purposes:

to provide quotations and arrange moving services;
to plan and complete collections, deliveries, and transport safely and efficiently;
to communicate with you about bookings, timings, and service updates;
to issue invoices, manage payments, and maintain financial records;
to respond to enquiries, complaints, or claims;
to improve our operations, service quality, and customer experience;
to meet legal, tax, accounting, and regulatory requirements;
to protect against fraud, misuse, or unlawful activity.

We will always use your information in a manner that is fair, transparent, and limited to the purpose for which it was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. Man With Van Archway 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 preparing quotes, managing bookings, carrying out removals, and completing billing.

Legal Obligation

We process certain information to comply with legal requirements, such as tax records, accounting obligations, insurance handling, and other statutory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, operational planning, record keeping, and responding to disputes.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not required for the service. Where consent is used, you can withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to provide our services or meet legal obligations. These parties act either as processors or independent controllers, depending on the context.

Processors are service providers that process personal data on our behalf under contractual instructions. Examples may include:

IT and cloud storage providers;
accounting and bookkeeping services;
payment processing providers;
email, messaging, and customer management systems;
subcontracted drivers or operational partners where needed to complete a move.

We require processors to protect your data, use it only for specified purposes, and apply appropriate security measures. We do not sell your personal data.

In some cases, we may also share information with legal, regulatory, insurance, or tax authorities where disclosure is required by law or necessary to protect our rights or the rights of others.

6. International Transfers

Where a processor stores or accesses data outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include UK-approved contractual protections or transfers to jurisdictions with adequate data protection standards.

7. Data Retention

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

Booking and service records are typically retained for a period needed to manage the service, handle queries, and resolve disputes.
Financial and invoicing records may be retained for the period required by tax and accounting law.
Communication records are retained for a reasonable time to support customer service and operational continuity.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved in processing it. Access to personal data is limited to staff, contractors, and processors who need it for legitimate business purposes.

9. Your Rights Under GDPR

You have a number of rights concerning your personal data. Subject to applicable law and verification of identity, these rights may include:

Right of access — you may request a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete data.
Right to erasure — you may request deletion of your data in certain circumstances.
Right to restriction — you may ask us to limit how we use your data in specific situations.
Right to object — you may object to processing based on legitimate interests.
Right to data portability — you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent — if processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with a service. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

11. Cookies and Similar Technologies

If you interact with us through digital services, basic cookies or similar technologies may be used to support functionality, security, and performance. Where required, we will provide notice and obtain consent for non-essential cookies. Any such use will be limited and proportionate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or internal practices. Any updated version will apply from the date it is published or otherwise made available. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man With Van Archway is committed to handling personal data lawfully, securely, and transparently. We collect only the information needed to provide moving services, rely on appropriate lawful bases, share data only with trusted processors and where required by law, retain records for appropriate periods, and respect the rights of every customer in the area.