Privacy Policy - Man And Van Bounds Green

This Privacy Policy explains how Man And Van Bounds Green collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Bounds Green customers in the area, including individuals and businesses who request moving, delivery, packing, storage, or related services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and meet legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details such as move date, collection and delivery addresses, property access notes, item lists, and special handling instructions.
Payment and transaction data such as payment status, invoices, and billing records.
Communication records including enquiries, complaints, service updates, and feedback.
Technical data such as basic website or device information if you interact with our digital services.
Verification data where needed to confirm identity, booking details, or service instructions.

We do not intentionally collect special category data unless it is strictly necessary and you provide it voluntarily, for example where it is relevant to access arrangements or safety requirements. When such data is provided, we process it only where a lawful basis exists and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes, confirm bookings, and deliver moving services;
to contact you about service arrangements, scheduling, access, or changes;
to process payments, issue invoices, and maintain accounting records;
to manage customer support, complaints, and service quality;
to maintain operational records and improve our services;
to meet legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose. If we need to use your data for an unrelated purpose, we will explain the legal basis where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Man And Van Bounds Green relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging a quote, confirming a move, managing service delivery, and taking payment where applicable.

Legal Obligation

We process certain information to comply with legal and regulatory requirements, including tax, accounting, insurance, record-keeping, and other obligations imposed by law.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and interests do not override those interests. This may include service administration, internal record management, business improvement, fraud prevention, and ensuring the safety and security of our operations. When relying on legitimate interests, we consider the impact on individuals and limit processing where appropriate.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where additional permissions are required. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are rarely used by us, but may apply in exceptional circumstances where processing is necessary to protect someone’s vital interests or where there is a legal requirement in the public interest.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for processing. In general:

Booking and service records are kept for as long as needed to manage the customer relationship and address any follow-up issues.
Financial and tax records are kept for the period required by law.
Correspondence and complaints may be retained for a reasonable period to support service management and dispute resolution.
Security-related records are kept only as long as needed for safety, fraud prevention, or investigation purposes.

When personal data is no longer required, we will delete it, anonymise it, or securely destroy it. If legal claims or investigations are ongoing, we may retain relevant records for longer where permitted by law.

5. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors or independent controllers. These parties are only permitted to process data on our instructions or where they have their own lawful basis. Categories of processors may include:

Payment providers used to process transactions securely;
IT and hosting providers that support data storage, communications, or system maintenance;
Accounting and bookkeeping services used for financial administration;
Customer service or administrative support providers assisting with bookings and service management;
Professional advisers such as insurers, lawyers, or auditors where necessary;
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

We require processors to handle personal data securely, keep it confidential, and only process it for agreed purposes. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it to the standard required by law.

6. Data Security

We use 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, staff confidentiality obligations, and system safeguards. While no system can be guaranteed completely secure, we take reasonable steps to protect the information we hold.

7. Your Rights

Subject to certain conditions and exemptions under data protection law, you have the following rights regarding your personal data:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure to request deletion of your data in certain circumstances.
Right to restriction to limit how we use your data in specific situations.
Right 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 where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

8. Marketing Communications

We will only send marketing communications where permitted by law. You may opt out of marketing at any time by using the method provided in the communication or by contacting us directly through the appropriate channel. Even if you opt out of marketing, we may still send essential service-related messages.

9. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect personal data from children for marketing or general service purposes. If we become aware that we have collected such data without a valid reason, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how personal data is handled.

11. Summary of Our Commitment

Man And Van Bounds Green is committed to processing personal data in a lawful, transparent, and responsible way. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and share it only with processors and third parties where appropriate safeguards exist. This policy applies to all Man And Van Bounds Green customers in the area and reflects our commitment to respecting privacy and protecting personal information.