Privacy Policy - Man And Van Bexleyheath

This Privacy Policy explains how Man And Van Bexleyheath collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Bexleyheath customers in the area, including individuals and businesses who request quotes, make bookings, receive removals or delivery services, or otherwise interact with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, website visitors, service recipients, and anyone else whose personal data is processed by us in the course of providing van, moving, transport, loading, unloading, and related services. It also applies where a customer acts on behalf of another person, such as arranging a move for a family member, tenant, colleague, or business client.

2. Personal data we collect

We may collect the following categories of personal data:

Identity information: name, title, and, where relevant, business name.
Contact details: address, email address, telephone number, and other communication details.
Booking and service details: pickup and delivery addresses, property access information, inventory lists, preferred dates and times, and special instructions.
Payment information: billing details and transaction records. We do not intentionally store full card details where payment processing is handled securely by a payment provider.
Communications: messages, enquiries, complaints, and any correspondence relating to our services.
Technical data: basic information generated when you interact with our systems, such as device and browser information, where applicable.
Operational records: notes about completed jobs, service history, scheduling details, and incident records.

We only collect data that is relevant and necessary for the purposes described in this policy. We do not seek to collect more information than we need.

3. How we collect your data

We may collect personal data directly from you when you:

request a quote;
make or amend a booking;
communicate with us by phone, email, text, or through online forms;
provide instructions before, during, or after a service;
submit a complaint, enquiry, or feedback;
enter into a business arrangement with us.

We may also receive data from third parties where necessary, such as from a person arranging services on your behalf, property managers, business partners, or payment and administration providers.

4. Lawful basis for processing

We only process personal data when we have a lawful basis to do so. Depending on the circumstance, we rely on one or more of the following:

Contract: processing is necessary to provide a quote, make arrangements, and perform the services you request.
Legitimate interests: processing is necessary for running our business, improving our services, preventing fraud, managing risk, and keeping accurate records, provided your rights do not override these interests.
Legal obligation: processing is necessary to comply with tax, accounting, insurance, transport, or other legal requirements.
Consent: where required, such as for certain optional communications or specific processing activities. You may withdraw consent at any time where consent is the lawful basis.

We will always ensure that the processing is proportionate and limited to what is necessary for the stated purpose.

5. How we use your data

Your personal data may be used to:

provide quotations and manage bookings;
deliver moving, transport, collection, and related services;
communicate updates about service times, access, or scheduling changes;
process payments and issue invoices or receipts;
handle complaints, disputes, or claims;
maintain internal records and service history;
meet legal, accounting, and regulatory obligations;
protect the security of our staff, vehicles, customers, and property;
improve the quality and efficiency of our services.

6. Data sharing and processors

We may share personal data with trusted third parties who act as data processors or independent controllers, where necessary for the purposes outlined in this policy. Processors may include:

payment processing providers;
accounting and bookkeeping services;
IT and cloud storage providers;
communication and scheduling systems;
professional advisers such as insurers, legal advisers, or auditors;
subcontracted service providers assisting with transport or logistics.

Where a third party acts as a processor, they are required to process personal data only on our instructions, use appropriate security measures, and comply with data protection law. Where a third party acts as an independent controller, they will be responsible for their own privacy practices.

We may also disclose data if required by law, to prevent unlawful activity, to protect the rights and safety of others, or in connection with legal proceedings.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy any legal, accounting, tax, insurance, or operational requirements. Retention periods may vary depending on the type of data and the purpose for which it is used.

Booking and service records: retained for a reasonable period to support service administration, dispute resolution, and operational continuity.
Financial and invoice records: retained for the period required by law and standard accounting practice.
Correspondence and complaints: retained for as long as needed to manage the matter and demonstrate compliance.
Technical and security logs: retained only for as long as necessary for system protection and troubleshooting.

When personal data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, password protection, and careful vetting of suppliers. While no system is completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your rights under data protection law

As a data subject, you have a number of rights under the UK GDPR. Subject to legal limits and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete data;
Erase your data in certain circumstances;
Restrict how we process your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us, where applicable;
Withdraw consent where we rely on consent;
Complain to the Information Commissioner’s Office if you believe your rights have been infringed.

We will respond to legitimate requests within the timeframe required by law and may need to verify your identity before taking action.

10. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is necessary in the context of a booking or service request made by an adult responsible for the arrangement. Where children’s information is unavoidably involved, it will be handled with particular care and only for the specific service purpose.

11. 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 issued. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

12. Summary of our commitment

Man And Van Bexleyheath is committed to processing personal data responsibly, transparently, and securely. We collect only the data needed to provide and manage our services, use it for lawful purposes, retain it for no longer than necessary, and respect the rights of every customer in the area.

This Privacy Policy applies to all Man And Van Bexleyheath customers in area.