Privacy Policy - Man With A Van North Sheen

Last updated: 2026

This Privacy Policy explains how Man With A Van North Sheen collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van North Sheen customers in the area, including anyone who makes an enquiry, requests a quotation, books a service, receives a moving or transport service, or communicates with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so you understand what information we collect, why we use it, and the rights you have over your information.

1. Information We Collect

We collect only the personal data that is necessary to provide and manage our services, respond to requests, and comply with legal obligations. The information we may collect includes:

Identity details: your name and, where necessary, business name.
Contact details: telephone number, email address, and address details relevant to the service.
Service information: details about your move, collection, delivery, items to be transported, access information, dates, and special instructions.
Payment information: billing details and payment records. We do not keep unnecessary payment data beyond what is required for accounting, legal, or operational purposes.
Communication records: emails, messages, call notes, quotes, complaints, feedback, and service-related correspondence.
Technical and usage data: limited information from our systems such as logs or device data when you interact with digital services we use to manage bookings and administration.

We generally do not seek to collect special category data. However, if you voluntarily provide information that could reveal sensitive personal details, we will only process it where a lawful basis applies and where it is necessary for the service or legal compliance.

2. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotations and manage bookings;
to plan, deliver, and complete removal and transport services;
to communicate with you about schedules, service requirements, and updates;
to process payments and keep financial records;
to handle enquiries, complaints, and customer support;
to maintain business records and improve service quality;
to meet legal, tax, insurance, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to defend or establish legal claims where necessary.

We do not use your personal data for purposes that are incompatible with those described in this policy unless we inform you and have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the type of information and the activity involved, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, providing the requested service, and managing service changes or cancellations.

Legal Obligation

We process certain personal data when required to comply with legal duties, such as accounting, tax, record-keeping, insurance, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include managing customer relationships, service administration, quality control, preventing fraud, and protecting our business operations. We carefully consider the impact of processing and ensure it remains proportionate.

Consent

In limited circumstances, we may rely on your consent, particularly where the law requires it. If we do, you can withdraw consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary for business operations, service delivery, or legal compliance. These third parties act either as independent controllers or as processors acting on our instructions.

Processors may include:

IT and cloud service providers who host data or support booking and administration systems;
accounting and bookkeeping providers who assist with financial records and tax compliance;
payment service providers who handle payment processing securely;
email, messaging, or customer management tools used to manage communications;
insurers and claims handlers where incidents, loss, or damage must be managed;
professional advisers such as lawyers, auditors, or consultants where necessary;
public authorities if disclosure is required by law or to protect rights and safety.

Where we engage a processor, we ensure that appropriate data processing terms are in place and that they only process personal data according to our instructions and applicable law. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of record and the reason for processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up, business administration, and dispute handling.
Customer booking and service records: retained for as long as needed to complete the service, deal with after-service queries, and maintain business records.
Payment and accounting records: retained for the period required by tax and financial regulations.
Complaints, claims, and dispute records: retained for the time needed to resolve the issue and defend legal claims.
Technical logs: retained for short periods unless needed longer for security or investigation purposes.

When data is no longer required, it is securely deleted, anonymised, or destroyed in a controlled manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and appropriate contract terms with third-party processors.

Although we take reasonable steps to secure information, no method of transmission or storage is completely risk-free. We therefore cannot guarantee absolute security, but we work continuously to protect the information we hold.

7. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we take steps to ensure appropriate safeguards are in place. These may include UK adequacy regulations, standard contractual protections, or other legally recognised transfer mechanisms.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you have the following rights under data protection law:

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 situations, you can request deletion of your data;
Right to restriction: you can ask us to limit processing in certain circumstances;
Right to object: you can object to processing based on legitimate interests or direct marketing where applicable;
Right to data portability: in some cases, you can request your data in a structured, commonly used format;
Right to withdraw consent: where processing is based on consent, you can 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.

These rights are not absolute and may be subject to legal conditions or exemptions. We will respond to valid requests within the time limits required by law.

9. Children’s Data

Our services are intended for adults or businesses arranging removals and transport. We do not knowingly collect personal data from children except where it is unavoidably included in service documentation and is necessary for the arrangement or safe completion of a service.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. When we make significant changes, we will take appropriate steps to inform affected customers. We encourage you to review this policy periodically so you remain informed about how your data is handled.

11. How We Apply This Policy

This Privacy Policy applies to all customers of Man With A Van North Sheen in the area, including individual customers, households, and business clients who use our services. By engaging our services, you acknowledge that your personal data may be processed in accordance with this policy and the legal bases described above.

We are committed to respecting your privacy, limiting data use to what is necessary, and keeping your information safe and lawful at every stage of our service.