Privacy Policy for Man With Van Wormwood Scrubs

This Privacy Policy explains how Man With Van Wormwood Scrubs collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Wormwood Scrubs customers in the area, including individuals and businesses who request or receive moving, delivery, collection, loading, unloading, packing, or related removal services. We are committed to handling personal data lawfully, fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or interacting with us in connection with our work, you acknowledge that your personal information may be processed as described in this policy.

1. Information We Collect

We collect only the information that is necessary to provide our services, manage our business operations, and meet our legal obligations. The type of information collected may include:

Identity details such as your name, title, and, where relevant, business name.
Contact details such as address, email address, and phone number.
Service information including pickup and delivery addresses, access details, property notes, inventory descriptions, and preferred service times.
Payment and billing information where required to process transactions and maintain accounting records.
Communication records such as emails, messages, phone call notes, quotes, complaints, and service updates.
Operational information such as vehicle logs, job sheets, scheduling details, and evidence of completed work.
Technical information if you interact with us through digital systems, including IP address, device data, and basic usage data, where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific purpose, such as accessibility requirements. Special category data may include information about health, religion, ethnicity, or other protected characteristics. If such information is provided, we will only process it where permitted by law and where it is relevant to the service requested.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and complete moving and van services.
To manage bookings, schedules, and service changes.
To communicate with customers about their jobs.
To process payments, invoices, and refunds where applicable.
To maintain records for accounting, tax, insurance, and legal purposes.
To handle complaints, claims, and disputes.
To improve our services, customer experience, and internal processes.
To prevent fraud, misuse, or unlawful activity.
To comply with legal and regulatory obligations.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows us to do so.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. Depending on the context, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking a job, confirming service details, arranging logistics, and completing delivery or removal services.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include service administration, fraud prevention, quality control, record keeping, and business improvement.

Legal Obligation

We process certain information where required to comply with legal duties, such as tax, accounting, consumer protection, insurance, and regulatory requirements.

Consent

Where consent is required by law, we will request it before processing personal data. You may withdraw consent at any time, although this will not affect any processing already carried out lawfully before withdrawal.

Where we process special category data or use information for optional marketing purposes, we will rely on the appropriate lawful basis and, where needed, your explicit permission.

4. Data Sharing and Processors

We do not sell personal data. We may share it only where necessary and only with trusted third parties who support our business operations. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

IT and cloud storage providers used to store customer records and business data.
Accounting and invoicing providers used to manage financial records.
Payment service providers used to process card or bank payments.
Communication tools used for email, messaging, and booking management.
Vehicle and operational software providers used for route planning, scheduling, or job management.
Professional advisers such as accountants, legal advisers, and insurers where necessary.

We require processors to handle personal data securely, only on our instructions, and in accordance with data protection law. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place.

We may also disclose personal data where required by law, court order, law enforcement request, or to protect our rights, customers, staff, property, or safety.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods depend on the nature of the data and the reason for its processing.

Customer and service records are kept for the period needed to manage the service and resolve any follow-up matters.
Financial and tax-related records are retained for the period required by law.
Complaint, claim, and dispute records may be held for a longer period where necessary to defend legal rights or comply with insurance requirements.
Inactive or unnecessary data will be securely deleted or anonymised when it is no longer needed.

We regularly review data held in our systems to ensure it is not kept longer than necessary. When information is deleted, we aim to do so securely and permanently, unless legal requirements require retention.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, misuse, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis.

While we take reasonable steps to safeguard information, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in line with our legal obligations.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
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 where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled improperly. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Marketing and Communication Preferences

We may send service-related communications necessary to complete a booking or manage a customer relationship. Where permitted, we may also send limited marketing communications. You can object to marketing at any time, and we will stop sending such messages where required by law.

Service messages are not the same as marketing. Even if you opt out of promotional communication, we may still contact you about active bookings, billing, or legal matters.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided as part of a household move or service arrangement and only where necessary for the service. If we become aware that we have collected children’s data inappropriately, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

11. Summary of Our Commitment

We are committed to protecting the privacy of all Man With Van Wormwood Scrubs customers in the area. We will only collect data that is necessary, use it for clear and lawful purposes, keep it no longer than needed, share it responsibly with trusted processors, and respect your rights under data protection law. Our goal is to provide reliable moving services while maintaining the highest reasonable standards of privacy and compliance.