Privacy Policy - Man With Van Penge

This Privacy Policy explains how Man With Van Penge collects, uses, shares, stores, and protects personal data when providing moving, delivery, packing, clearance, and related transport services. It applies to all Man With Van Penge customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives services from us. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Penge is a moving and transport service provider operating in the local area. In this Policy, “we”, “us”, and “our” refer to Man With Van Penge. “You” and “your” refer to the customer, prospective customer, or other individual whose personal data we process.

We act as a data controller for the personal data we collect and use for our own business operations. This means we decide why and how personal data is processed for service delivery, customer communication, administration, and legal compliance.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for operating our services, meeting legal obligations, and supporting customers effectively. The information we may collect includes:

Identity details: name, title, and any other details needed to identify you.
Contact details: address, email address, telephone number, and moving addresses.
Booking and service details: service date, property access information, inventory notes, special handling instructions, and moving requirements.
Payment information: billing details, payment status, and transaction records. We do not keep unnecessary card information where payment is processed securely by a third party.
Communication records: emails, messages, call notes, complaints, and customer service correspondence.
Technical data: limited online usage information such as device type, browser data, and website interaction records, where applicable.
Legal and verification data: documentation required to verify identity, prevent fraud, or comply with lawful requests.

We may also collect information from third parties where it is necessary for providing the service, such as building managers, estate agents, landlords, payment providers, or business partners acting on your behalf.

3. How We Use Your Data

We use personal data for the following purposes:

to provide moving and transport services;
to prepare quotations, confirm bookings, and manage appointments;
to communicate with you before, during, and after service delivery;
to plan logistics, allocate staff, and complete jobs safely and efficiently;
to process payments, issue invoices, and manage accounts;
to respond to enquiries, feedback, or complaints;
to comply with legal obligations, tax requirements, and insurance matters;
to prevent fraud, misuse, or unauthorised access;
to improve our services, operations, and customer experience;
to keep internal records and maintain business administration.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose and that the law allows this.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing quotations, arranging service delivery, and handling payments.

Legal Obligation

We process data where necessary to comply with legal obligations, including accounting, tax, insurance, record keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include service improvement, operational planning, fraud prevention, customer record management, and internal administration.

Consent

In some situations, we may rely on your consent, for example for optional marketing communications or particular uses of data where consent is the most appropriate basis. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency involving safety or health during a moving service.

5. Sharing Your Data and Processors

We do not sell your personal data. We may share it only when necessary and proportionate for business or legal purposes. Data may be shared with trusted service providers and processors who act on our instructions and under appropriate confidentiality and data protection safeguards.

Examples of processors and third parties may include:

payment processing providers;
accounting and bookkeeping systems;
customer relationship management tools;
IT and hosting providers;
email and communication service providers;
professional advisers such as insurers, accountants, or legal advisers;
subcontractors or drivers assisting with delivery of services;
public authorities, regulators, or law enforcement where required by law.

We ensure that any processor only processes personal data on our instructions, uses appropriate security measures, and does not use the data for its own unrelated purposes.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, tax, insurance, or reporting requirements. The retention period depends on the type of information and the context in which it is used.

In general:

booking and service records are kept for an appropriate period to manage transactions and resolve disputes;
financial and invoice records are kept for the time required by tax and accounting laws;
customer correspondence is retained while needed to handle enquiries, complaints, or ongoing service matters;
data collected for legal claims or insurance matters may be kept longer where necessary;
where data is no longer needed, it is securely deleted, anonymised, or archived in a controlled manner.

We regularly review the data we hold to make sure it is not kept longer than necessary. Retention decisions are based on legal need, operational need, and the principle of data minimisation.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, encryption where appropriate, staff confidentiality obligations, secure storage, and limited access to those who need the data for legitimate business purposes.

Although we work hard to protect your data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in risk to your rights and freedoms, we will respond in accordance with applicable law.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include the right to:

access the personal data we hold about you;
request correction of inaccurate or incomplete data;
request erasure of your data in certain circumstances;
request restriction of processing in certain situations;
object to processing based on legitimate interests or direct marketing;
request data portability where processing is based on consent or contract and carried out by automated means;
withdraw consent at any time where processing relies on consent;
lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law and provide information in a clear and accessible manner.

9. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this Policy and explain your rights.

10. Children’s Data

Our services are directed to adult customers and businesses. We do not knowingly collect personal data from children except where it is incidental to a service request and necessary for the moving job, for example where family household details are relevant. Where children’s data is involved, we treat it with the same care and lawful protections as other personal data.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this Policy periodically so you remain informed about how we protect your data.

12. Summary of Key Points

We collect only the data needed to provide and manage our services.
We process data under lawful bases such as contract, legal obligation, legitimate interests, and consent.
We retain data only for as long as necessary.
We use trusted processors under strict instructions and safeguards.
You have rights over your personal data, including access, correction, deletion, and objection.

Man With Van Penge is committed to respecting your privacy and protecting your personal information. If you use our services, request a quote, or otherwise engage with us, this Policy explains how your information is managed in a lawful, transparent, and secure way.