Privacy Policy - Man With Van Colliers Wood

Effective date: This Privacy Policy applies to all Man With Van Colliers Wood customers in the Colliers Wood area and explains how we collect, use, store, share, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Man With Van Colliers Wood is committed to handling personal information responsibly, transparently, and securely. We only process personal data where we have a valid legal reason to do so and we limit collection to what is necessary for the services we provide. This policy explains what personal data we collect, why we collect it, how long we keep it, who we may share it with, and what rights you have over your information.

By using our services or requesting a quotation, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. We aim to keep our processing fair, lawful, and proportionate at all times.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity information: name, title, and any business or household name you provide.
Contact information: address, email address, and telephone number.
Booking information: moving dates, pickup and delivery locations, service preferences, and requested van or labour details.
Payment information: billing details, payment status, and limited transaction information required to manage invoices and receipts.
Communication records: emails, messages, call notes, complaint details, and service-related correspondence.
Operational information: information relevant to moving arrangements, such as access instructions, item descriptions, parking considerations, and property details.
Technical information: if you interact with digital systems we use, we may collect basic device, browser, and usage data for security and performance purposes.

We do not seek to collect more data than is necessary. In some cases, you may choose to provide additional information to help us deliver a smoother moving service, but you are under no obligation to share anything that is not relevant.

3. How we collect your data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or written message;
provide instructions relating to your move;
submit a complaint, enquiry, or feedback;
pay for services or request an invoice;
interact with our team during the delivery of services.

We may also receive information from third parties where necessary to support service delivery, for example from a landlord, letting agent, employer, storage provider, or another person authorised to arrange the move on your behalf. In such cases, we rely on the information being shared lawfully and only to the extent needed for the service.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation, scheduling a service, communicating about your move, completing the move, and issuing invoices or receipts.

Legal obligation

We may process certain information to comply with legal or regulatory obligations, such as accounting requirements, tax records, insurance obligations, or lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. These interests may include managing bookings, improving service quality, preventing fraud, maintaining security, responding to complaints, and keeping accurate business records. We always consider whether the processing is necessary and whether it is proportionate.

Consent

In limited situations, we may rely on your consent, for example for specific forms of optional communication or where consent is the most appropriate basis. Where consent is used, you may withdraw it at any time. Withdrawal will not affect processing already carried out before consent was withdrawn.

5. How we use your data

Your personal data may be used for the following purposes:

to provide moving, transport, loading, unloading, and related services;
to prepare quotations and manage bookings;
to communicate with you about service arrangements or changes;
to process payments and manage invoices;
to handle complaints, disputes, and customer service enquiries;
to maintain records for legal, accounting, and insurance purposes;
to protect our business, staff, customers, and property;
to improve operational efficiency and service quality.

We will not use your data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

6. Retention of personal data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, tax, or insurance requirements. Retention periods may vary depending on the type of information and the reason for processing.

In general:

Booking and service records are kept for a period needed to manage the service and address any follow-up issues.
Financial and invoice records are kept for the period required by tax and accounting law.
Complaint and correspondence records are retained long enough to resolve disputes and demonstrate compliance.
Security and operational records are kept for a limited period unless a longer retention is required by law or to establish, exercise, or defend legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it as appropriate. We do not keep information indefinitely without a valid reason.

7. Data sharing and processors

We may share personal data with trusted third parties where necessary for business operations and service delivery. These parties act as processors or independent controllers depending on the nature of the relationship.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and communications providers;
customer management or booking system providers;
professional advisers, such as legal or insurance advisers;
subcontracted helpers or transport partners engaged to assist with a move.

Where a third party acts as a processor, we require them to process personal data only on our instructions, maintain appropriate security, and comply with data protection law. We do not sell your personal data.

We may also disclose data where required by law, court order, regulatory duty, or to protect the rights, property, or safety of Man With Van Colliers Wood, our customers, or others.

8. International transfers

Where personal data is stored or processed outside the United Kingdom, we will take appropriate steps to ensure it remains protected. This may include using approved contractual safeguards or relying on adequacy regulations where available. We aim to ensure that any international transfer is lawful and secure.

9. Security measures

We use reasonable 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 limiting data access to those who need it for legitimate business purposes.

Although we take security seriously, no method of transmission or storage can be guaranteed to be completely secure. In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will follow applicable legal requirements, including notifying the relevant authorities and, where required, affected individuals.

10. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights are not absolute and may apply only in certain circumstances.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may request correction of inaccurate or incomplete information.
Right to erasure: you may request deletion of your data where there is no lawful reason for us to keep it.
Right to restriction: you may ask us to limit processing in certain situations.
Right to object: you may object to processing based on legitimate interests in certain cases.
Right to data portability: you may request certain data in a structured, commonly used format where legally applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

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

11. Children’s data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally included in service arrangements, such as household occupancy details, and only to the extent needed to provide the service safely and properly.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. The most recent version will apply to any personal data processed after the update takes effect. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Summary of our commitment

Man With Van Colliers Wood is committed to privacy, transparency, and compliance. We collect only the data needed to provide moving services, use it on appropriate lawful grounds, retain it for no longer than necessary, share it only with suitable processors or where required by law, and respect your rights under data protection legislation. This policy applies to all Man With Van Colliers Wood customers in the area and is intended to give clear, fair, and lawful information about how we manage personal data.