Privacy Policy - Man With Van Wennington

This Privacy Policy explains how Man With Van Wennington collects, uses, stores, shares, and protects personal data when providing services to customers in the Wennington area. It applies to all Man With Van Wennington customers in the area, including individuals, households, landlords, tenants, and business clients who enquire about, book, or receive moving and transport services.

1. Who We Are

Man With Van Wennington is a service provider offering man and van transport, moving assistance, item collection, delivery support, and related logistics services. In the course of delivering these services, we act as a data controller for the personal data we collect and process about our customers and prospects.

We are committed to processing personal data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018. We only collect data that is relevant and necessary for the purposes described in this policy.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as name, title, and business or household name where applicable.
Contact details including phone number, email address, and service address.
Booking information such as service dates, collection and delivery locations, inventory details, access notes, and special instructions.
Payment and transaction information such as billing details, payment status, and service records.
Communication records including enquiries, quotes, complaints, feedback, and correspondence.
Technical information if you communicate with us electronically, such as basic device or usage data received through standard security and analytics tools.
Photographs or item condition notes where needed to document goods, access issues, or service completion.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service request. If such information is shared, we will only process it where a lawful basis exists and suitable safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, manage, and deliver moving and transport services.
To confirm service details, access arrangements, and delivery instructions.
To process payments and maintain business records.
To communicate about bookings, changes, delays, or service issues.
To handle complaints, claims, and customer support matters.
To improve service quality, planning, and operational efficiency.
To comply with legal and regulatory obligations.
To protect against fraud, misuse, and security risks.

We only use your personal data for the purposes for which it was collected unless we reasonably determine that another compatible purpose applies. Where necessary, we will let you know if we need to use your data for a new purpose.

4. Lawful Basis for Processing

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

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This applies to booking a move, providing quotes, arranging services, and completing your requested work.

Legal obligation

We may process data to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory requirements.

Legitimate interests

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

Consent

In limited situations, we may rely on your consent, for example where it is required for specific optional processing. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These parties may act as processors or, in some cases, independent controllers.

Typical categories of processors may include:

Payment service providers who handle secure payment processing.
IT and cloud storage providers who support email, data storage, and business administration.
Accounting and bookkeeping services used for financial records and tax compliance.
Communication and scheduling tools used to manage bookings and customer correspondence.
Professional advisers such as insurers, legal advisers, or dispute resolution providers where necessary.

We require processors to handle personal data securely, keep it confidential, and use it only in accordance with our instructions. We do not sell personal data. We also do not share more data than is reasonably necessary for the relevant purpose.

6. International Transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place so that your personal data remains protected. These safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, tax, and reporting obligations. Retention periods may vary depending on the type of data and the reason it was collected.

In general:

Booking and service records are retained for a period needed to manage the service and handle follow-up issues.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records are kept for as long as needed to resolve the matter and support business record-keeping.
Marketing-related data, where applicable, is retained until you withdraw consent or object, or until it is no longer needed.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved.

While no system can be completely secure, we use reasonable safeguards to reduce risks and to maintain the confidentiality and integrity of personal data.

9. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may apply depending on the circumstances of the processing:

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 – in some cases, you can ask us to delete your data.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent – if processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess the request in line with applicable law. Some rights may be limited where we need to retain or use information for legal, contractual, or legitimate business reasons.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household booking made by an adult customer. If we become aware that data has been collected in error, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Wennington respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. Our approach is designed to protect your rights and maintain trust for every customer in the Wennington area.