Privacy Policy – Man With Van Westham

This Privacy Policy explains how Man With Van Westham collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Westham customers in the area, including individuals and businesses who request, book, or receive our moving, transport, loading, unloading, and related van services.

We are committed to handling personal information 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 is intended to help customers understand what happens to their information and what rights they have over it.

1. Who We Are

Man With Van Westham provides local and regional man and van services for home moves, office moves, furniture transport, parcel delivery, collection services, and similar logistics support. In providing these services, we may need to collect and use personal data from customers, prospective customers, recipients, and other relevant individuals.

For the purposes of data protection law, Man With Van Westham is the data controller for personal data collected directly in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for the performance of our services, for legal compliance, or for legitimate business operations. The types of information we may collect include:

Identity details such as name and title
Contact details such as telephone number and email address
Address details including pickup and delivery addresses
Booking information such as service date, time, job notes, and service preferences
Payment information such as billing details and transaction records
Access and property details relevant to loading, unloading, parking, or site entry
Communication records including enquiries, messages, complaints, and service updates
Identification or verification information where needed for fraud prevention or service security
Special instructions that may relate to fragile items, timing requirements, or delivery constraints

We generally do not seek to collect special category data. However, customers should avoid sharing sensitive personal information unless it is strictly necessary for the service.

3. How We Collect Personal Data

We may collect personal information in the following ways:

When you make an enquiry or booking
When you communicate with us by phone, email, messaging, or written correspondence
When you provide information during the delivery or moving process
When payment is processed or confirmed
When third parties provide information needed to complete a service request
When we generate internal records relating to our services

We may also receive information from third parties where necessary, for example from a person arranging a move on someone else’s behalf, a business client, a property manager, or a recipient of goods.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the circumstances, we may rely on one or more of the following:

Contract

We process data because it is necessary to perform a contract or to take steps before entering into a contract. This includes handling booking details, arranging collection and delivery, confirming instructions, and completing the agreed service.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, including accounting, tax, insurance, fraud prevention, and record-keeping obligations.

Legitimate Interests

We may use personal data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include managing operations, improving service quality, defending legal claims, preventing misuse, and maintaining accurate business records. When we rely on legitimate interests, we ensure the processing is proportionate and necessary.

Consent

In limited cases, we may rely on consent, for example for optional communications or certain non-essential processing. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect any processing already carried out lawfully before withdrawal.

5. How We Use Personal Data

We may use your information for the following purposes:

To provide, manage, and complete requested services
To confirm bookings and service arrangements
To communicate about timing, access, and delivery requirements
To handle payments, invoices, and receipts
To resolve disputes, complaints, or service issues
To protect against fraud, abuse, or unauthorised activity
To comply with legal and regulatory obligations
To maintain internal records and improve service delivery

We only use data for purposes that are compatible with the original reason it was collected, unless a new lawful basis applies.

6. Data Sharing and Processors

We may share personal data where necessary and proportionate. In some cases, we use trusted service providers who act as processors on our behalf. These processors only handle personal data according to our instructions and are required to protect it appropriately.

Examples of processors or third parties may include:

Payment processing providers
Accounting and bookkeeping services
IT, hosting, and storage service providers
Communication and messaging platforms
Insurance providers or claims handlers
Professional advisers such as legal or tax advisers

We may also disclose personal data where required by law, court order, law enforcement request, or regulatory obligation. In the event of a business transfer, merger, or reorganisation, personal data may be shared with relevant parties subject to appropriate safeguards.

We do not sell personal data.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, tax, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

Typical retention considerations include:

Booking and service records kept for operational reference and dispute handling
Payment and invoice records kept for accounting and tax compliance
Correspondence retained for a reasonable period to manage enquiries or claims
Records required for legal defence or regulatory compliance kept longer where necessary

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

8. Data Security

We take reasonable 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 guaranteed to be completely secure, we work to ensure that personal information is handled carefully and that access is restricted to those who need it for legitimate business purposes.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection laws. This may include the use of approved transfer mechanisms and contractual protections.

10. Your Data Protection Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may not always apply in every situation, but 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 your data in certain circumstances
Right to restriction – to ask us to limit how we use your data
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been handled. We encourage customers to raise concerns with us first so we can try to resolve the matter promptly.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service and provided by an adult with authority to do so. If we become aware that we have collected information inappropriately, we will take steps to delete it where appropriate.

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 data handling practices. Any updated version will apply from the date it is published or otherwise communicated. Customers are encouraged to review this policy periodically so they remain informed about how their information is used.

13. Summary of Our Commitment

Man With Van Westham is committed to processing personal data responsibly, transparently, and only when necessary. We collect only the information needed to deliver services, rely on appropriate lawful bases, use trusted processors where required, and keep data no longer than necessary. We respect the privacy rights of every customer and aim to maintain a high standard of care in every aspect of data handling.