Privacy Policy

This Privacy Policy explains how Man With Van Bexleyheath collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Bexleyheath customers in the area, including individuals and businesses who enquire about, book, or use our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Bexleyheath acts as the data controller for the personal data we collect in connection with our services. This means we determine why and how your personal data is processed. We take data protection seriously and aim to use personal information only where it is necessary to provide services, manage our business, meet legal obligations, and improve customer experience.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as your address, phone number, and email address.
Service details such as booking dates, move size, property access information, and special handling requirements.
Payment-related information such as billing details and transaction records, where relevant.
Communication data including messages, enquiries, complaints, and feedback.
Technical data such as IP address, browser type, device information, and basic usage data when you interact with digital systems we use.
Operational data such as records of completed services, quotes, scheduling notes, and internal job documentation.

We do not intentionally collect special category data unless it is necessary and you provide it in connection with a service request. If such information is shared with us, we will process it only where permitted by law and with appropriate safeguards.

3. How We Collect Your Data

We collect personal data directly from you when you:

Request a quote or make a booking;
Communicate with us by phone, email, or other channels;
Provide information during a move or service appointment;
Submit feedback or make a complaint;
Use our service-related forms or administrative processes.

We may also receive personal data from third parties where necessary to provide the service, such as landlords, estate agents, property managers, or payment and scheduling partners, but only where those parties have a lawful basis to share the data with us.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following:

Contract

Processing is necessary to enter into or perform a contract with you. This includes managing bookings, providing quotes, organising services, and handling customer requests related to the moving service.

Legal obligation

We may process data where necessary to comply with legal duties, including accounting, taxation, insurance, and record-keeping obligations.

Legitimate interests

We may process personal data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include managing enquiries, preventing fraud, improving services, maintaining internal records, and ensuring business operations run effectively.

Consent

In limited cases, we may rely on your consent, particularly where we use optional communications or process information in ways that require permission. Where consent is used, you can withdraw it at any time.

Vital interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency.

5. How We Use Your Information

We use personal data to:

Provide moving and transport services;
Prepare quotations and manage bookings;
Communicate about service arrangements and updates;
Process payments and maintain financial records;
Respond to enquiries, complaints, or claims;
Maintain customer and operational records;
Meet legal, tax, and insurance requirements;
Improve our services and business processes.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or a lawful reason requires otherwise.

6. 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, and reporting requirements. Retention periods may vary depending on the type of record and the reason it is held.

Examples include:

Customer enquiries and quotes: retained for a reasonable period to manage follow-up, service history, and business records.
Booking and transaction records: retained for tax, accounting, and legal compliance purposes.
Complaint and dispute records: retained for as long as needed to resolve the matter and defend legal claims.
Technical logs: retained for security, troubleshooting, and operational monitoring for a limited period.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe and lawful manner.

7. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or independent controllers depending on the service they provide. Where processors are used, they are only permitted to process personal data on our instructions and must implement appropriate security measures.

Processors and recipients may include:

IT and hosting providers that support record storage, email services, and system functionality;
Payment service providers that process transactions securely;
Accounting and bookkeeping providers that help with financial administration;
Communication and scheduling tools used to manage bookings and customer correspondence;
Professional advisers such as insurers, auditors, or legal advisers where needed;
Regulators, courts, or law enforcement where disclosure is required by law.

We do not sell personal data. We will only disclose information where there is a lawful basis to do so and where necessary for service delivery, compliance, or legitimate business purposes.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access to data on a need-to-know basis. While no system is completely secure, we take appropriate steps to reduce risk and maintain confidentiality.

9. Your Rights

Under data protection law, you have rights regarding your personal data. These rights may not apply in every situation, but we will assess each request carefully. Your rights 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in some 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 in a structured format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so that we can try to resolve the issue promptly.

10. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect the information and maintain a level of protection consistent with UK data protection law.

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 revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how we manage personal data.

12. Summary of Our Commitment

Man With Van Bexleyheath is committed to processing personal data responsibly, lawfully, and transparently. We collect only what we need, use it for clearly defined purposes, retain it only as long as necessary, and apply appropriate safeguards when sharing it with processors or other authorised recipients. This policy applies to all customers in the Bexleyheath area who use or enquire about our services.