Privacy Policy - Man With Van Eelpieisland

This Privacy Policy explains how Man With Van Eelpieisland collects, uses, stores, and protects personal data. It applies to all Man With Van Eelpieisland customers in the area, including individuals and businesses who request, book, receive, or inquire about our man and van services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018, as well as any other applicable privacy laws.

1. Who We Are

Man With Van Eelpieisland provides moving, transport, collection, delivery, and related services. In order to deliver these services, we may need to collect and use personal data about customers, recipients, and other individuals connected to a booking. This Policy explains what data 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 information.

2. Data We Collect

We only collect personal data that is necessary for the purposes described in this Policy. Depending on your interaction with us, we may collect the following categories of data:

Identity information such as your name, title, and any business name you provide.
Contact details including telephone number, email address, billing address, and service address.
Booking and service details such as move dates, pickup and drop-off locations, item descriptions, access notes, and special instructions.
Payment information such as transaction records, invoice details, and payment confirmations. We do not keep more payment data than is necessary for recordkeeping and accounting.
Communication records including messages, emails, call notes, complaints, and service updates.
Technical data such as basic device or usage information if you interact with our digital systems, where relevant for security or performance.
Insurance or claims information if any damage, dispute, or incident occurs during a service.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it, or it is required in a specific claim or legal context. Where such data is involved, we apply additional safeguards.

3. How We Use Personal Data

We use personal data to manage customer relationships and deliver reliable services. Typical uses include:

providing quotes and responding to enquiries;
confirming and managing bookings;
planning routes, schedules, and logistics;
carrying out collections, deliveries, and removals;
processing payments, issuing invoices, and maintaining financial records;
communicating about changes, delays, or service matters;
handling complaints, claims, and disputes;
meeting legal, accounting, and tax obligations;
protecting our business, staff, customers, and property from fraud or misuse.

We use the minimum amount of data necessary for each purpose and only keep it for as long as needed.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. The lawful bases we rely on may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering services, taking payment, and managing post-service matters.

Legal obligation

We may process and retain data where required to comply with legal or regulatory obligations, including tax, accounting, insurance, and recordkeeping requirements.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our service, preventing fraud, maintaining security, and handling customer communications.

Consent

In limited situations, we may rely on your consent, for example where we ask to use information for a purpose not covered by another lawful basis. If we rely on consent, you can withdraw it at any time.

5. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods depend on the type of information and the reason for holding it.

Booking and service records are usually kept for a period necessary to manage customer accounts, resolve issues, and support business records.
Financial and invoice records are retained for the period required by accounting and tax laws.
Communication and complaint records are kept for as long as needed to deal with the matter and support any follow-up action.
Claim and incident records may be kept longer where necessary for insurance, legal defence, or dispute resolution.

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

6. Processors and Sharing of Data

We may share personal data with trusted third parties who act as processors or independent controllers, depending on the circumstance. Where a processor acts on our behalf, they may only process data according to our instructions and must protect it appropriately.

Examples of processors may include:

payment service providers used to complete transactions;
accounting or bookkeeping providers used for financial administration;
IT, hosting, or software providers that support our systems;
communication tools used to manage customer messages or service updates;
insurance providers, claims handlers, or legal advisers where required.

We may also disclose personal data if required by law, court order, regulator, or law enforcement authority. We do not sell personal data.

7. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as approved contractual protections or equivalent legal mechanisms. Any such transfer will be handled carefully to protect your personal information.

8. Security of Personal Data

We take 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 requirements, and data minimisation practices. No system is completely secure, but we work to keep personal information protected and to respond quickly if any issue arises.

9. Your Rights

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

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 ask us to delete your data in certain situations.
Right to restriction – to request limits on how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
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 may withdraw it at any time.

These rights are not absolute and may be subject to exemptions or legal limitations. We will explain any decision we make regarding your request. If you believe your data rights have not been respected, you may also raise the matter with the relevant data protection authority.

10. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children except where it is incidentally provided as part of a booking or service arrangement and only where necessary.

11. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects about you. If this changes in the future, we will update this Policy and provide any required information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to your use of our services from the date it is published. We encourage customers in the area to review this Policy periodically so they remain informed about how their data is handled.

13. Summary of Key Commitments

In short: we collect only the information needed to run our man and van services, process it on a lawful basis, keep it only for as long as necessary, use reliable processors with proper safeguards, and respect your rights under data protection law. We are committed to fairness, transparency, and accountability in everything we do.