Privacy Policy - Man And Van Beddington

This Privacy Policy explains how Man And Van Beddington collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Beddington customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Beddington provides removal, delivery, and transport services for customers in and around Beddington. For the purposes of data protection law, we are the data controller for the personal data we collect and use in the course of providing our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our services, managing bookings, responding to enquiries, and meeting legal or contractual obligations. The categories of information we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as telephone number, email address, and correspondence details.
Service information such as collection and delivery addresses, moving dates, property access notes, item lists, and special handling requirements.
Payment information such as billing details and payment records. We do not normally store full card details unless required by a payment provider.
Communication records including emails, messages, booking notes, and records of complaints or queries.
Technical data such as basic website or device information if you interact with online forms or booking tools.
Transactional data including quotes, invoices, receipts, job notes, and service history.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for the service. Special category data includes information about health, religion, ethnicity, political views, or similar sensitive details. If such data is provided by you, we will only process it where there is a lawful basis and appropriate safeguard.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide quotations, arrange bookings, and deliver moving or transport services.
To contact you about your service, including scheduling, changes, access arrangements, and delivery updates.
To manage payments, invoices, and accounting records.
To maintain service quality, resolve disputes, and handle complaints.
To comply with legal, tax, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.
To keep internal records and improve our operations and customer experience.

We do not sell your personal data. Any use of personal information is limited to what is necessary and proportionate for legitimate business purposes.

4. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. For example, we use your name, address, and service details to complete a booking or carry out a removal.

Legitimate Interests

We may process certain data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include record keeping, service improvement, fraud prevention, internal administration, and responding to customer enquiries.

Legal Obligation

We may process and retain data where required to comply with legal duties, including tax, accounting, insurance, and other statutory obligations.

Consent

Where consent is required, we will ask for it clearly and separately. If you give consent, you can withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

5. Data Sharing and Processors

We may share your personal data with trusted third parties who act as processors or, in limited cases, independent controllers. These parties only process data on our instructions or for their own lawful purposes where applicable. Examples may include:

Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers that help us manage invoices, receipts, and tax records.
IT and cloud service providers that store or support email, booking, and administrative systems.
Communication service providers that assist with messaging, email delivery, or telephone routing.
Insurance, legal, or dispute resolution providers where necessary for claims or compliance.

We require processors to take appropriate technical and organisational measures to protect personal data and to use it only for the purposes we specify. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying contractual, legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Booking and service records are generally retained for as long as needed to manage the job and address any follow-up issues.
Invoice, payment, and accounting records are usually kept for the period required by tax and financial laws.
Communication records may be retained for a reasonable period to help us handle complaints, resolve disputes, and maintain business continuity.
Data held on the basis of consent is kept only until consent is withdrawn or until it is no longer needed.

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

7. Data Security

We take data security seriously and use appropriate safeguards to protect your information against unauthorised access, accidental loss, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and access controls. While no system can be guaranteed completely secure, we work to reduce risk and to respond quickly to any suspected incident.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and any exemptions permitted by law.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data where there is no lawful reason for us to keep it.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests or to direct marketing where applicable.
Right to data portability – you may request that certain information be provided to you or another organisation in a portable format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

To exercise any of these rights, you may make a request using the means normally available for customer communication. We may need to verify your identity before responding. We aim to respond within the timeframe required by law.

9. Cookies and Similar Technologies

If our online services use cookies or similar technologies, they may be used for essential site functionality, analytics, or to improve user experience. Where required, we will provide notice and obtain consent for non-essential cookies. You may change your browser settings to block or delete cookies, although some features may not function properly.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from anyone under 18 unless it is supplied by a parent, guardian, or authorised adult in connection with a service. If we become aware that personal data has been collected unlawfully from a child, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

12. Summary of Your Privacy Rights

In short, you have the right to understand how your data is used, to request access or correction, to ask for deletion or restriction where appropriate, and to object to certain processing. We aim to handle all personal data with care, transparency, and respect, and to ensure that any processing carried out by Man And Van Beddington is lawful, proportionate, and secure.

This Privacy Policy applies to all Man And Van Beddington customers in the area and forms part of our commitment to responsible data protection practice.