Privacy Policy - Man With Van Fulwell

This Privacy Policy explains how Man With Van Fulwell collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Fulwell customers in the Fulwell area, including people who enquire about, book, receive, or pay for our services. We are committed to handling personal information in a fair, transparent, and lawful way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Fulwell provides removal and transport services for domestic and business customers. When you interact with us, we may act as a data controller for the personal information we collect and use to deliver our services, manage bookings, communicate with you, and meet legal obligations.

2. Personal Data We Collect

We only collect personal information that is necessary for running our services, improving customer experience, and complying with the law. The data we may collect includes:

Identity details such as your name and title
Contact details such as phone number, email address, and service address
Booking and service details including moving dates, item lists, access requirements, and special instructions
Payment information such as payment status, billing records, and transaction references
Communication records including enquiries, complaints, and correspondence
Technical data such as device information, browser type, and basic usage information where relevant
Special instructions that may be needed to carry out a move safely and efficiently

We do not intentionally collect more information than we need. Where we must process sensitive information, we will do so only when it is necessary and permitted by law.

3. How We Collect Your Data

We collect personal data directly from you when you:

request a quote or make an enquiry
book a service
communicate with us by phone, email, or message
make a payment or request an invoice
provide feedback or raise a complaint

We may also receive information from third parties where necessary to deliver the service, such as payment providers, booking platforms, or business partners acting on your behalf. In some cases, we may collect information from public sources if needed to verify details or complete a lawful transaction.

4. 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:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes managing enquiries, confirming bookings, arranging removals, providing updates, and processing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include improving our services, managing operations, preventing fraud, resolving disputes, and maintaining service records.

Legal Obligation

We may need to process and retain certain information to comply with legal, tax, accounting, or regulatory obligations.

Consent

Where consent is required, for example for certain optional marketing activities, we will ask for it clearly. You may withdraw consent at any time where processing is based on consent.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide moving and transport services
to communicate about quotes, bookings, and service updates
to prepare invoices and manage payments
to handle complaints, claims, and customer support
to keep records for business, legal, and tax purposes
to improve service quality, planning, and operational efficiency
to protect our business, staff, and customers from fraud or misuse

We process only the information that is relevant and proportionate to the purpose for which it was collected. We do not use personal data in ways that are incompatible with these purposes.

6. Data Sharing and Processors

We may share personal data with trusted third parties, but only when necessary and only under appropriate safeguards. These third parties may act as data processors or independent controllers depending on the context.

Examples of processors may include:

payment service providers
accounting and invoicing software providers
IT and cloud storage providers
customer communication or booking management systems
professional advisers such as accountants or legal advisers

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell personal data. If information is shared with another organisation for its own purposes, we will ensure there is a lawful basis and that appropriate privacy protections are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. The retention period may vary depending on the type of information and the reason for processing.

Booking and service records are generally kept for a reasonable period after completion of the service
Financial and tax records are retained for the period required by law
Complaint and correspondence records may be retained to resolve disputes and demonstrate service history
Marketing preferences are kept until you withdraw consent or object

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

8. Security of Your Information

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our information handling practices. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly if issues arise.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be limited in certain circumstances, but we will always assess and respond to your request carefully.

Your rights 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 information
Right to erasure – to request deletion of your data in certain circumstances
Right to restrict processing – 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 relies on consent

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before completing your request.

10. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

11. Children’s Data

Our services are not directed at children as a primary audience. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service and is necessary for the safe and effective completion of that service.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we handle personal data. Any updates will take effect when they are published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

13. Summary of Key Principles

Man With Van Fulwell processes personal data fairly, lawfully, and transparently. We collect only what is necessary, use it for clear business and legal purposes, keep it only as long as needed, and share it responsibly with trusted processors. We respect your rights and aim to ensure that all data belonging to customers in the Fulwell area is handled with care and in full compliance with GDPR requirements.