Privacy Policy - Man With Van Crayford

This Privacy Policy explains how Man With Van Crayford collects, uses, stores, and protects personal data relating to its customers and other individuals in the Crayford area. It applies to all Man With Van Crayford customers in the area, including anyone who makes an enquiry, requests a quotation, books a service, or otherwise interacts with us in connection with removals, transport, or van hire services. We are committed to handling personal data 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 With Van Crayford acts as the data controller for the personal information described in this policy. This means we decide how and why your personal data is processed. We take our responsibilities seriously and aim to keep all personal data secure, accurate, and limited to what is necessary for providing our services and meeting legal obligations.

2. Personal Data We Collect

We collect only the information needed to respond to enquiries, provide moving and transport services, manage bookings, and fulfil our legal and contractual obligations. The types of personal data we may collect include:

Identity details such as your name.
Contact details such as your phone number and email address.
Service information such as collection and delivery addresses, moving dates, property access details, and descriptions of items to be transported.
Payment-related information such as records of payments made, invoices, and transaction references.
Communication records such as emails, messages, notes from calls, and booking confirmations.
Operational information such as details needed to complete your move safely and efficiently, including any special handling requirements.
Technical information where applicable, such as basic website or device usage data if you contact us through online services.

We do not intentionally collect unnecessary personal information. Where sensitive information is not required for the service, we ask that you do not provide it. If you choose to share such information, we will only process it where there is a lawful basis to do so and where it is necessary for the service or legal compliance.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and schedule services.
To carry out removals, transport, loading, and unloading tasks.
To communicate with you before, during, and after a service.
To process payments, issue invoices, and maintain financial records.
To handle complaints, disputes, and customer support requests.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your personal data where it is necessary and proportionate for one or more of these purposes.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. The lawful bases we rely on are as follows:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, completing moving services, and handling payments.

4.2 Legal Obligation

We may process personal data to comply with legal obligations, including accounting, tax, recordkeeping, and responding to lawful requests from authorities.

4.3 Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. This may include managing our operations, improving service quality, maintaining records, preventing fraud, and resolving disputes. When relying on legitimate interests, we consider whether the processing is necessary and whether it is balanced against your privacy rights.

4.4 Consent

In limited cases, we may rely on your consent, for example where additional optional information is provided or where specific communication preferences require consent. When we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in delivering our services. These third parties act as processors where they process data on our instructions and are not permitted to use it for their own purposes.

Examples of processors and service providers may include:

Payment processors that handle card or electronic transactions.
Accounting and bookkeeping providers that help manage records and compliance.
IT and hosting providers that support data storage, email, or communication systems.
Administrative support providers that assist with booking, scheduling, or customer service.
Professional advisers such as accountants, legal advisers, or insurers where necessary.

We require processors to protect personal data, use it only for specified purposes, and implement appropriate security measures. We may also disclose personal data where required by law, court order, or to protect the rights, property, or safety of our business, customers, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with our legal and business requirements. Retention periods may vary depending on the type of data and the reason for processing.

Enquiry data may be kept for a limited time if no booking follows, to allow follow-up and service continuity.
Booking and service records are kept for the duration of the service and for a reasonable period after completion.
Financial and tax records are retained for the period required by law.
Complaint or dispute records may be retained longer where needed to resolve issues or defend legal claims.

When personal data is no longer required, we will securely delete, anonymise, or dispose of it in accordance with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful limitation of access to those who need it for legitimate business purposes. While no system can be guaranteed to be completely secure, we work to reduce risks and maintain good data protection practices.

8. Your Rights

As a data subject, you have rights under the UK GDPR. Subject to certain conditions and exceptions, these rights include:

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 – in some circumstances, you can ask us to delete your personal data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests in some cases.
Right to data portability – you can request that certain data be provided to you or another controller in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to deal with requests in a timely manner and in accordance with legal requirements.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as approved contractual protections or other lawful transfer mechanisms. We only make such transfers where necessary for the operation of our services and where data protection standards remain appropriate.

10. Children’s Data

Our services are intended for adults and business or household customers arranging moving and transport services. We do not knowingly collect personal data directly from children unless it is incidentally included in booking or service-related communications. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to This Privacy Policy

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

12. Summary of Our Approach

In summary, Man With Van Crayford processes personal data only where there is a clear and lawful reason to do so. We collect the minimum information needed to provide an efficient service, we share data only with trusted processors or where required by law, and we keep records only for as long as necessary. We also respect your rights and are committed to handling all personal data in a responsible and secure manner.

This Privacy Policy applies to all Man With Van Crayford customers in the area and is designed to ensure transparent and lawful data handling throughout our services.