Privacy Policy - Man With Van Primrosehill

This Privacy Policy explains how Man With Van Primrosehill collects, uses, stores, shares, and protects personal data when providing removal and moving services. It applies to all Man With Van Primrosehill customers in the area, including individuals and businesses who enquire about, book, receive, or otherwise interact with our services. 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 Primrosehill is a local moving and transport service provider. For the purposes of data protection law, we are the data controller for the personal data described in this Policy where we decide why and how your data is used. This Policy applies to information collected in connection with quotes, bookings, service delivery, customer support, complaints, payments, and related business activities.

2. Personal Data We Collect

We only collect personal data that is necessary for our business operations and service delivery. The types of information we may collect include:

Identity details such as your name or the name of your business;
Contact details such as telephone number, email address, and service address;
Booking information including moving dates, property access details, item lists, and service preferences;
Payment information needed to process invoices, deposits, or card payments;
Communication records including enquiries, complaints, and correspondence;
Service-related notes such as special handling requirements, parking restrictions, or accessibility needs;
Website or device data if you interact with digital tools we use, such as technical logs and usage data;
Proof and verification data where needed to confirm identity or protect against fraud.

We do not intentionally collect special category data unless it is strictly necessary and lawfully permitted. Special category data may include information about health, religious beliefs, political opinions, or similar sensitive matters. If such information is shared with us by mistake, we will handle it carefully and only where required for service fulfilment or legal compliance.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, provide instructions, or make a payment. We may also collect data from third parties where necessary, such as payment service providers, professional advisers, fraud prevention services, or platforms that help manage our business operations. In some cases, data may be collected automatically through technical systems used to secure and operate our services.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings;
To plan and deliver moving and transport services;
To communicate with customers about schedules, changes, and service details;
To issue invoices, receive payments, and manage refunds where appropriate;
To maintain records of services provided;
To handle complaints, claims, and customer enquiries;
To protect against fraud, misuse, or security incidents;
To comply with legal, tax, and accounting requirements;
To improve service quality, business efficiency, and customer experience.

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 another compatible purpose and that use is permitted by law.

5. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, managing bookings, and providing moving services.

Legal Obligation

We process data when necessary to meet legal requirements, such as tax compliance, accounting obligations, record keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, fraud prevention, maintaining business records, and improving our operations. We always consider whether the processing is necessary and proportionate.

Consent

Where required by law, we will ask for your consent before processing your data. If processing is based on consent, you may withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

6. Sharing Your Personal Data

We may share personal data with trusted third parties, known as processors or service providers, where necessary for the operation of our business. These parties are only allowed to process data on our instructions and must keep it secure. Typical processors may include:

Payment processors that handle card or online payments;
Accounting and bookkeeping providers;
IT support, data storage, and cloud service providers;
Communication and scheduling tools used to manage customer bookings;
Professional advisers such as accountants, auditors, or legal advisers;
Insurance providers, where required for claims handling or risk management;
Regulatory bodies or law enforcement authorities, if legally required.

We do not sell your personal data. We do not share personal data for unrelated marketing purposes unless you have clearly agreed to this or we are otherwise permitted by law.

7. International Transfers

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

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any additional period required by law. Retention periods depend on the nature of the information and why we hold it. In general:

Booking and service records are kept for a period appropriate to manage our business relationship and respond to queries or disputes;
Financial and tax records are retained for the period required by accounting and tax laws;
Communication records may be retained to resolve complaints, prove instructions, or maintain service history;
Security and audit logs are kept for a limited time needed to monitor and protect systems.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of business systems. Although no system can be guaranteed completely secure, we take reasonable steps to safeguard the data entrusted to us.

10. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in specific situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us, where applicable;
Withdraw consent where processing is based on consent;
Complain to the relevant supervisory authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. We aim to respond within the time limits set by law.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and only where permitted by law. If we become aware that we have collected data from a child without appropriate authority, we will take steps to address the issue promptly.

12. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this Policy and provide any required information about the logic involved and your related rights.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we handle data. Any updated version will apply from the date it is issued. We encourage customers to review this Policy periodically to stay informed about how their personal data is used.

14. Summary of Our Commitment

Man With Van Primrosehill is committed to protecting personal data and respecting privacy rights. We collect only the information needed to provide our services, process it for lawful and clear purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. Our approach is designed to be transparent, secure, and compliant with UK data protection law for all customers in the area.