Man Van Privacy Policy

This Privacy Policy explains how Man Van collects, uses, stores, and protects personal data relating to customers within our service area. It also explains the rights you have under the General Data Protection Regulation and how you can exercise them. This Privacy Policy applies to all Man Van customers in our operating area, including individuals and businesses that contact us, request quotes, or use our services.

Data Controller

Man Van is the controller of the personal data described in this Privacy Policy. As the controller, Man Van determines the purposes and means of processing personal data relating to its customers in the service area and is responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

Man Van collects and processes different types of personal data depending on how you interact with us and the services you request. The categories of personal data we may collect include:

Identification and contact details such as your name, address, service address, and communication preferences.

Booking and service information such as details of your move or delivery, property access information you choose to provide, preferred dates and times, inventory descriptions, and any special instructions.

Communication records such as messages you send to us through contact forms, feedback, complaints, and notes from calls relating to your bookings or enquiries.

Billing and payment information such as records of services provided, invoices issued, payment status, and basic transaction details. Card or bank details are handled only where necessary and in accordance with secure processing arrangements and applicable law.

Technical information such as basic usage and device information that may be automatically collected when you visit our online channels, including your IP address and browser type, to help us maintain security and improve our services.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, or communicate with us by any available channel.

We may also collect data automatically through our website or other digital tools used to manage bookings and communications, to ensure the secure and efficient operation of our services.

In some cases, we may receive personal data from third parties who are arranging services on your behalf, such as a relative, colleague, or business partner who provides your details so that we can perform the requested services.

Lawful Bases for Processing

Man Van processes personal data only where there is a lawful basis under the General Data Protection Regulation. Depending on the context, we rely on one or more of the following lawful bases:

Contract: We process your personal data when it is necessary to enter into a contract with you or to perform a contract for services you have requested, such as arranging, providing, and managing your Man Van service.

Legal obligation: We may process personal data where it is necessary for compliance with legal obligations, including accounting, tax, and record-keeping requirements.

Legitimate interests: We may process data where it is necessary for our legitimate business interests, such as managing and improving our services, ensuring the security of our operations, preventing fraud, and handling customer enquiries and complaints. When we rely on this basis, we balance our interests against your rights and freedoms.

Consent: In certain limited situations, we may rely on your consent, for example for specific types of optional communications. Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage Man Van services, including processing enquiries and bookings, planning routes and schedules, and delivering the services you have requested.

To communicate with you about your enquiries, quotes, bookings, changes to your services, and any support or aftercare related to your use of Man Van.

To manage payments and billing, including issuing invoices, processing payments where applicable, and maintaining financial records for accounting and audit purposes.

To improve our services, including analysing service usage, monitoring quality, training staff, and developing new or enhanced service offerings.

To maintain security and prevent misuse, including protecting our systems, preventing fraud, and enforcing our terms and conditions.

To comply with legal and regulatory requirements, including responding to lawful requests from authorities where we are required to do so.

Data Sharing and Processors

We may share your personal data with third parties only where necessary and in accordance with data protection law. These third parties may act as processors who process personal data on our behalf under our instructions and subject to appropriate safeguards.

Typical categories of processors include service providers that host and maintain our IT platforms, providers of booking and scheduling tools, payment processing and accounting support providers, and providers of communication and customer service tools.

We require all processors to commit to protecting your personal data, to use it only for the purposes we specify, and to implement suitable technical and organisational measures to protect it. We do not sell or rent your personal data to third parties.

Where required by law, we may also share limited personal data with public authorities or professional advisers, such as accountants or legal advisers, where this is necessary to comply with legal obligations or to defend our legal rights.

International Transfers

Where any of our service providers or systems involve the transfer of personal data to countries outside the United Kingdom or European Economic Area, we will ensure that such transfers are carried out in compliance with applicable data protection laws, including the use of appropriate safeguards such as standard contractual clauses or equivalent mechanisms.

Data Retention

Man Van retains personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements.

In general, we keep core booking and invoicing records for a period that reflects applicable legal limitation and tax record requirements. Communications related to enquiries, quotes, and customer service may be kept for a reasonable period to resolve queries, manage any disputes, and improve our services.

When personal data is no longer required for the purposes for which it was collected or for any legal obligation, we will securely delete or anonymise it.

Your Data Protection Rights

As a data subject under the General Data Protection Regulation, you have several rights in relation to the personal data we hold about you. These rights apply to all Man Van customers in our service area, subject to certain legal conditions and exceptions.

Right of access: You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data together with information about our processing.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data that we hold about you.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in specific situations, for example while we are verifying the accuracy of data you contest.

Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to object: You may object to processing based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for the establishment, exercise, or defence of legal claims.

Where we rely on consent for specific processing, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing before withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data does not comply with data protection law.

Security of Your Data

Man Van takes appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and regular review of our data handling practices to maintain an appropriate level of security.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply to all Man Van customers in our service area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.