Man with Van Archway Privacy Policy

This Privacy Policy explains how Man with Van Archway collects, uses, stores, and protects personal data about its customers and prospective customers in the local area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van Archway customers and anyone who contacts us to enquire about our services in the area.

Who this policy applies to

This Privacy Policy applies to individuals who use or request our man and van, removals, or related transport services, as well as individuals who contact us for quotations or information. It applies whether you communicate with us by phone, online forms, messaging services, or in person. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Types of personal data we collect

We may collect and process the following categories of personal data about you when you use Man with Van Archway services or contact us:

Identification and contact details, such as your name, address, pickup and delivery addresses, and preferred contact details. Booking and service information, such as details of the services you request, dates and times of bookings, property access details relevant to the move, and instructions you provide. Communication records, such as messages you send to us, call notes, and any feedback or complaints you submit. Payment-related information, such as payment confirmation details from our payment providers. We do not store full card details ourselves. Technical information, such as basic device and connection data where this is necessary for security or for providing an online quotation form.

We only collect information that is relevant to providing and managing our services, complying with our legal obligations, or improving our operations.

How we collect your data

We collect personal data directly from you when you contact us to request a quote, place a booking, or ask for information about our services. This may be by phone, online forms, or other communication channels. We may also collect data when you provide instructions during the service itself.

In some cases, we receive data from third parties when someone else books a service on your behalf, for example a family member, landlord, or business contact who provides your address or contact details so that we can carry out the move.

Lawful bases for processing your data

We process your personal data only where we have a lawful basis to do so. Depending on the context, the lawful bases we rely on include:

Contract: We process your data where it is necessary to enter into or perform a contract with you, such as arranging and providing moving and transport services, managing bookings, and communicating with you about your service.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes improving our services, maintaining business records, managing and protecting our operations, and responding to enquiries and complaints.

Legal obligation: We may process personal data where it is necessary to comply with legal or regulatory obligations, such as record keeping, tax laws, and responding to lawful requests from public authorities.

Consent: In limited situations, we may rely on your consent, for example where we send you certain types of optional marketing communications. Where we rely on consent, you may withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide our services, including handling enquiries, issuing quotes, confirming and managing bookings, coordinating collections and deliveries, and carrying out moves. To communicate with you, such as confirming bookings, providing updates on arrival times, responding to your questions, and handling feedback or complaints. To manage our business operations, including scheduling, managing staff or contractors involved in your booking, maintaining internal records, and monitoring service quality. To process payments and accounting, including confirming that payment has been made and maintaining necessary financial records. To comply with legal obligations, including safeguarding, fraud prevention, and responding to lawful requests from authorities. To improve our services, such as reviewing booking trends and service feedback to make our operations more efficient and effective.

Data processors and third parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These include:

IT and hosting providers who help us operate our systems, websites, or booking tools. Payment processing and financial service providers who handle payments and refunds. Communication service providers who facilitate calls or messaging between you and us. Operational partners or subcontractors who support us in delivering the moving and transport services you have booked.

These processors are only allowed to process your personal data under our instruction and are required to keep your data secure and confidential. We do not sell your personal data to third parties.

In some cases, we may also share data with independent third parties where we act as joint controllers or where those parties determine their own purposes and means, for example with professional advisers, insurers, or public authorities when required by law.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and in line with applicable legal and regulatory requirements.

In general, we will retain booking and service records for a period necessary to manage our relationship with you, to handle any queries or disputes, and to comply with tax and accounting obligations. Communication records and general enquiries may be kept for a shorter period, unless they form part of a booking record or complaint that we need to retain for longer.

When we no longer need your data, we will either delete it securely or anonymise it so that it can no longer identify you.

International data transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to a country with different data protection laws. In such cases, we take appropriate safeguards to ensure that your personal data remains protected in line with applicable data protection laws, for example by using approved contractual clauses or ensuring that an adequate level of protection is in place.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data on a need to know basis, using secure systems for storing and processing data, and training those who handle customer information on their confidentiality and data protection responsibilities.

Your data protection rights

You have a number of rights under data protection laws in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how we use it.

Right to rectification: You can ask us to correct or update personal data that is inaccurate or incomplete.

Right to erasure: You can request that we delete your personal data where there is no longer a lawful reason for us to keep it, for example where you withdraw consent and there is no other legal basis for processing.

Right to restriction: You can ask us to limit the way we use your data in certain situations, such as while we are investigating a concern you have raised about accuracy or lawfulness.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, machine readable format or that we transmit it to another controller where this is technically feasible.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. You can also object at any time to the use of your data for direct marketing purposes.

Right to withdraw consent: Where we rely on consent to process your personal data, you may withdraw your consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

Exercising your rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided in our standard customer correspondence or on our main service materials. We may need to verify your identity before responding to certain requests to protect your privacy and security. We aim to respond to all valid requests within the time limits set by data protection laws.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would encourage you to contact us first so that we can try to resolve any concerns directly.

Children's data

Our services are not directed at children, and we do not knowingly collect personal data relating to children except where it is necessary for delivering a service requested by an adult customer, such as where we are given details of a family household for access or delivery purposes.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. The most recent version will always apply to the personal data we hold and process. We recommend that you review this policy periodically so that you remain informed about how Man with Van Archway protects your privacy.