Privacy Policy - Man With Van Aldwych

Man With Van Aldwych is committed to protecting the privacy and personal data of all customers in the Aldwych area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, transport, packing, and related services. It applies to all Man With Van Aldwych customers in the area, including private individuals, households, and business clients.

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. We aim to handle information fairly, transparently, and securely, and to use it only for lawful and legitimate purposes.

1. Who We Are

Man With Van Aldwych provides removal and transport services in and around Aldwych. In relation to the personal data described in this policy, we act as the data controller. This means we decide how and why your personal information is used.

We are responsible for making sure your data is processed lawfully, kept secure, and retained only for as long as necessary.

2. Personal Data We Collect

We may collect the following categories of personal data when you request a quote, make a booking, communicate with us, or use our services:

Identity details such as your name and title
Contact information such as address, email address, and telephone number
Service information such as moving dates, collection and delivery locations, property access details, and service preferences
Payment information such as billing details and payment status
Communication records such as emails, messages, call notes, and booking confirmations
Technical data such as basic website or device information if you interact with our digital systems
Special instructions you provide in relation to fragile items, access requirements, or delivery arrangements

We generally do not seek to collect sensitive personal data unless it is strictly necessary for the service or you choose to provide it. If such information is provided, it will be handled with additional care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to service enquiries
To manage bookings, deliveries, and collections
To plan routes, allocate staff, and carry out moving services safely and efficiently
To process payments and issue invoices or receipts
To communicate important updates about your booking or service
To maintain business records and manage customer accounts
To resolve complaints, disputes, or service issues
To comply with legal and regulatory obligations
To protect our business, staff, customers, and property from fraud, misuse, or security incidents

We only use your data for purposes that are relevant and necessary to provide our services and operate our business responsibly.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering services, and handling payments.

Legal Obligation

We may process data where required to comply with legal duties, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, maintaining security, and preventing fraud or misuse.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to receive certain non-essential communications. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information

We do not sell your personal data. We may share it only where necessary and appropriate for the operation of our services. This may include sharing data with:

Payment providers for processing transactions
IT and system providers who support secure data storage, email, booking, or administrative systems
Professional advisers such as accountants, insurers, legal advisers, or auditors
Subcontractors or service partners assisting with removals, transport, packing, or delivery services
Public authorities where disclosure is required by law or necessary to comply with legal requests

Any third party that processes data on our behalf is required to do so securely, lawfully, and only in line with our instructions.

6. Data Processors

Where we use external organisations to process personal data on our behalf, they act as processors. These processors may provide services such as hosting, payment processing, email handling, or software support.

We ensure that processors are subject to appropriate contractual obligations, including:

processing data only for specified purposes
keeping data secure and confidential
using suitable technical and organisational safeguards
assisting us with data protection compliance where needed
deleting or returning data when the service ends, where appropriate

We remain responsible for ensuring that any processor acting on our behalf handles your data properly.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting obligations.

Retention periods may vary depending on the type of information and the nature of the service. For example:

Booking and service records may be retained for a reasonable period after completion
Financial and invoice records may be kept for the period required by tax law
Communication records may be retained while needed to manage customer service or disputes
Data no longer needed is securely deleted, anonymised, or archived

Where data is held for legal reasons, it will be retained only for the minimum period required. After that, it will be securely disposed of.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, password protection, and staff awareness procedures.

While no system can be guaranteed completely secure, we work to protect your information and review our practices regularly. Security remains an important part of how we manage all customer data.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect your information and that the transfer complies with applicable data protection law.

10. 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 the legal basis for processing:

Right of access – you can request a copy of the personal data we hold about you
Right to rectification – you can ask us to correct inaccurate or incomplete data
Right to erasure – you can request deletion of your data in certain circumstances
Right to restriction – you can ask us to limit how we use your data in some situations
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to data portability – you can request transfer of certain data where legally applicable
Right to withdraw consent – where consent is used, you may withdraw it at any time

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking or property move. Where such data is involved, it will only be processed where lawful and appropriate.

12. 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. When we do, the revised version will apply from the date it is published or otherwise communicated.

We encourage customers to review this policy periodically to stay informed about how their data is used.

13. Summary of Our Commitment

Man With Van Aldwych is dedicated to respecting your privacy, processing personal information fairly, and protecting it with care. We collect only the data needed to deliver our services, use it for lawful purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law.

This policy applies to all Man With Van Aldwych customers in the area, and it is designed to reflect a clear and responsible approach to privacy and data protection.