Privacy Policy - Man With Van Littleilford

This Privacy Policy explains how Man With Van Littleilford collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Littleilford customers in area, including individuals, households, and business customers who request, book, or receive our moving and van services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Littleilford provides moving, transport, delivery, and related logistics services. In the course of providing these services, we act as a data controller for the personal data we collect and determine how and why it is used. This policy explains the categories of data we process and the rights available to you as a data subject.

2. Personal Data We Collect

We only collect information that is necessary for arranging and completing our services, managing customer relationships, meeting legal obligations, and maintaining business operations. The information we may collect includes:

Identity data such as your name and, where relevant, company or household name.
Contact data such as your address, email address, telephone number, and service location details.
Booking and service data including moving dates, items to be moved, property access information, and delivery instructions.
Payment data such as billing details and transaction records. We do not retain full card details where payment is processed through a third-party payment provider.
Communication data including emails, messages, call notes, and any feedback or complaints you submit.
Technical data where applicable, such as basic website or device usage information, logs, or IP address data collected by our systems or service providers.
Special instructions you choose to provide, for example access requirements, parking arrangements, or fragile-item notes.

We do not intentionally collect special category data unless you choose to provide it to us in relation to a service request. If such information is provided, we will process it only when necessary and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, arrange bookings, and deliver moving services.
To communicate with you before, during, and after a service.
To manage payments, invoices, and accounting records.
To handle customer support, complaints, and service issues.
To maintain operational records and improve service quality.
To comply with legal, tax, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your data for the purpose for which it was collected unless we reasonably consider that we need to use it for a compatible purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Man With Van Littleilford relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, arranging services, confirming addresses, and completing payments.

Legal obligation

We may process data to meet legal requirements, including accounting, tax, insurance, and record-keeping obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving services, managing business administration, preventing fraud, and keeping appropriate service records.

Consent

Where required by law, we will rely on your consent. If consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Vital interests and public task

These bases are unlikely to apply in ordinary customer service operations, but they may be used in rare circumstances if necessary to protect life or comply with a public duty.

5. Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These third parties act as processors when they process data on our instructions. They are required to protect your information and only use it for the services we instruct them to provide.

Examples of processors may include:

Payment processors that handle secure payment transactions.
Accounting or bookkeeping providers that assist with invoicing and financial records.
IT and cloud service providers that host systems, store files, or maintain security tools.
Communication service providers that support email, phone, or messaging systems.
Vehicle, route, or scheduling software providers used to manage service operations.

We may also disclose personal data where required by law, to respond to lawful requests from public authorities, or to protect our rights, customers, staff, or property. We do not sell personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal obligations. Retention periods may vary depending on the type of information and the reasons for processing.

Booking and service records are generally retained for a period necessary to manage services, resolve disputes, and maintain business records.
Invoice and tax records are kept for the period required by law for accounting and tax compliance.
Communication records may be retained for a reasonable period to handle queries, complaints, or service follow-up.
Technical or security records are retained only as long as needed for monitoring, troubleshooting, or fraud prevention.

When data is no longer needed, it will be securely deleted, anonymised, or archived in accordance with applicable law and our internal procedures.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality duties, and limited access to sensitive records. While we work hard to safeguard data, no system can be guaranteed completely secure.

8. International Transfers

If any of our processors or systems are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before personal data is transferred. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. Your Rights

You have a number of rights regarding your personal data. Depending on the circumstances, these 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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to request limited use of your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.
Right to complain – to raise concerns with the relevant supervisory authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. In some cases, legal exemptions may apply, and we may not be able to fulfil every request in full. However, we will always respond in a clear and lawful manner.

10. Marketing Communications

If we send any promotional or service-related communications, we will do so only where permitted by law. You can opt out of marketing communications at any time. Essential service messages, such as booking confirmations or operational updates, may still be sent where necessary for contract performance.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidentally provided in the context of a household move or service booking. Where such data is processed, it will be limited to what is necessary and handled with care.

12. 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. The latest version will apply to your use of our services from the date it is published.

13. Summary of Key Principles

Man With Van Littleilford is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to give you confidence that your information is handled responsibly.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.