Privacy Policy - Man And Van Woodgreen

Man And Van Woodgreen is committed to protecting the privacy and personal data of all customers in the Woodgreen area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing removal, delivery, and van services. It applies to all Man And Van Woodgreen customers in area, including individuals, households, landlords, tenants, and business clients who request or receive our services.

1. Who We Are

For the purposes of UK data protection law, Man And Van Woodgreen acts as the data controller for personal data we collect and process in connection with our services. This means we determine why and how your personal data is used. We handle all personal information in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect data that is necessary for arranging and delivering our services, managing customer relationships, and complying with legal obligations. The categories of information we may collect include:

Identity information such as your name and title
Contact details such as address, phone number, and email address
Service information such as move date, collection and delivery addresses, access details, item descriptions, and service instructions
Payment information needed to process transactions and issue receipts or invoices
Communication records including enquiries, complaints, and service-related correspondence
Technical information where relevant, such as basic website or device data used for security or service improvement

We do not collect more personal data than is necessary. We also avoid processing special category data unless you voluntarily provide it and it is required for a specific purpose, such as accommodating access needs. If such information is ever needed, we will handle it carefully and only where a lawful basis applies.

3. How We Use Your Data

We use personal data to provide a reliable, efficient, and secure service. Typical uses include:

Providing quotes and confirming bookings
Planning and carrying out removals and transport services
Communicating service updates and arranging access
Processing payments and keeping financial records
Handling customer enquiries, feedback, and complaints
Meeting legal, tax, insurance, and accounting obligations
Protecting our business, staff, customers, and property

We will only use your data for the purposes explained in this policy or for closely related purposes that would reasonably be expected. Where required, we will ask for your consent before using your information in a way that is not covered by another lawful basis.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Man And Van Woodgreen relies on the following legal grounds:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, arranging collections and deliveries, and fulfilling the service you have requested.

Legal Obligation

We may process and retain information where required to comply with laws and regulations, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include service administration, fraud prevention, maintaining business records, improving operations, and resolving disputes.

Consent

Where required, we rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

5. Sharing Your Data and Processors

We may share personal information with trusted third parties who support the delivery of our services. These third parties act as processors or, in some cases, independent controllers. We only share what is necessary and require appropriate safeguards.

Processors may include:

Payment service providers who process card or electronic payments
Accounting and bookkeeping providers who assist with financial records and tax compliance
IT and cloud service providers who store or maintain secure business systems
Communication service providers used for emails, calls, or customer messages
Insurance or legal advisers where necessary to manage claims or disputes

All processors are required to act only on our instructions, protect your information, and apply appropriate technical and organisational security measures. We do not sell your personal data.

We may also disclose information where required by law, to prevent fraud or crime, to protect legal rights, or to respond to lawful requests from public authorities.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected. Retention periods depend on the type of data, the nature of the service, legal obligations, and whether a dispute or claim may arise.

Booking and service records are usually kept for a reasonable period after completion of the job for administration and customer support
Financial and tax records are retained for the period required by law
Communication records may be retained for as long as needed to resolve queries, complaints, or disputes
Consent-based records are kept only until consent is withdrawn or the purpose ends

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

7. Data Security

We take appropriate steps to protect your personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for legitimate business purposes. While no system can be guaranteed 100% secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights

As a data subject, you have important rights under GDPR. These rights may apply depending on the circumstances and the legal basis for processing. They include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of data in certain circumstances
Right to restriction – to limit how we use your data in certain situations
Right to data portability – to receive certain information in a structured, commonly used format
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can address them promptly and fairly.

9. International Transfers

Where any processor or system provider stores or accesses data outside the UK, we will ensure suitable safeguards are in place to protect your information. These safeguards may include approved contractual protections or other lawful transfer mechanisms as required by data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will apply from the date they are published or communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

In summary, Man And Van Woodgreen only processes personal information where it is necessary, fair, and lawful. We keep your data secure, use trusted processors, retain information only for as long as needed, and respect your rights under GDPR.