Privacy Policy - Man With Van Cannhall

This Privacy Policy explains how Man With Van Cannhall collects, uses, stores, shares, and protects personal data when providing moving, delivery, and transport services. It applies to all Man With Van Cannhall customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

1. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. The types of data we may collect include:

Identity details: name, title, and any relevant business or household name.
Contact details: address, email address, and telephone number.
Service details: move date, collection and delivery addresses, property access information, inventory details, and any special handling instructions.
Payment information: payment status, transaction references, and billing records. We do not store full card details where payment is processed through secure payment providers.
Communication records: emails, messages, call notes, and any feedback or complaints you submit.
Technical data: basic website or device information where relevant, such as IP address, browser type, and usage data, if this information is collected through online enquiry systems.
Service-related evidence: photographs or notes taken before, during, or after a move where needed for operational, insurance, or dispute-resolution purposes.

We may also receive personal data from third parties, such as estate agents, landlords, solicitors, property managers, or authorised representatives, where they arrange services on your behalf or share information needed to complete a booking.

2. How We Use Personal Data

We use personal data only for legitimate business and service-related purposes. These include:

providing quotes and handling bookings;
planning and carrying out removals, deliveries, and related services;
contacting customers about service changes, delays, access issues, or confirmation details;
processing payments, issuing invoices, and keeping accounting records;
responding to queries, complaints, and claims;
protecting our business, staff, and customers from fraud, misuse, or unsafe behaviour;
meeting legal, tax, and insurance obligations;
improving our services and maintaining operational records.

We do not sell personal data. We also do not use personal data for unrelated purposes unless we are required or permitted to do so by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following bases:

Contract: We process data to provide a quote, arrange a booking, and fulfil our moving or delivery services.
Legal obligation: We keep records and process certain information to comply with tax, accounting, and other legal requirements.
Legitimate interests: We may process data to manage our business, improve our services, maintain security, prevent fraud, and resolve disputes, provided our interests do not override your rights and freedoms.
Consent: Where required, such as for certain optional communications or marketing activities, we will ask for your consent. You can withdraw consent at any time.
Vital interests: In rare cases, we may process information if necessary to protect someone’s life or health.

We only rely on consent when it is appropriate. If we use legitimate interests, we assess whether our processing is necessary and whether your privacy rights are protected.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records: retained for a reasonable period after completion to manage queries, disputes, and service follow-up.
Financial and tax records: retained for the period required by law.
Complaints and claim-related data: retained for as long as needed to resolve the matter and handle any legal or insurance issues.
Communication records: retained for operational review and evidence of instructions where necessary.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

5. Processors and Third Parties

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These providers only process data under our instructions and must keep it secure. They may include:

IT and cloud service providers that host data, email systems, or booking tools;
accountants and bookkeepers who assist with financial records and tax compliance;
payment processors that securely handle transactions;
insurance providers or claims handlers where a service issue, loss, or damage claim needs to be assessed;
professional advisers such as legal or regulatory advisers;
subcontractors or operational partners who assist in delivering the requested service;
public authorities where disclosure is required by law.

We take reasonable steps to ensure any processor we use has appropriate technical and organisational measures in place. Where data is transferred outside the UK, we will ensure suitable safeguards are used in accordance with applicable law.

6. Data Security

We take data security seriously and use appropriate measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include secure storage, access controls, staff confidentiality obligations, and restricted use of personal information.

While we do our best to protect your information, no system can be guaranteed completely secure. If a data breach occurs that is likely to pose a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and any legal exceptions. They 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 information;
Right to erasure: you can ask us to delete your data where there is no good reason for us to keep it;
Right to restriction: you can ask us to limit how we use your data in certain circumstances;
Right to object: you can object to processing based on legitimate interests or direct marketing;
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you can raise concerns with the relevant data protection authority if you believe your rights have been infringed.

If you make a request, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

8. Children’s Data

Our services are generally intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is necessary in connection with a household service and provided by an adult customer or authorised representative.

9. Cookies and Similar Technologies

If online tools are used to manage enquiries or bookings, basic cookies or similar technologies may be used to support functionality, security, and performance. Where required, we will provide appropriate information about such technologies and seek consent for non-essential cookies.

10. 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 protection practices. Any updated version will apply from the date it is published or made available. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Respect for privacy

We only collect personal data that is necessary and relevant to our services.

Purpose limitation

We use information for clear, lawful reasons connected with bookings, operations, compliance, and customer support.

Transparency and control

Customers in the area can understand how their information is handled and exercise their rights where applicable.

Man With Van Cannhall is committed to responsible data protection practices and to safeguarding the privacy of every customer in the area who uses our services.