Privacy Policy - Man With Van Waterloo

This Privacy Policy explains how Man With Van Waterloo collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Waterloo customers in the Waterloo area, including people who request quotations, make bookings, receive moving services, or otherwise interact with us in relation to our services. We are committed to handling personal information lawfully, fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We take privacy seriously and aim to keep personal data only for as long as necessary for the purposes described in this policy, and to ensure appropriate security measures are in place.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as moving dates, collection and delivery addresses, property access details, inventory information, and special handling requirements.
Billing and payment information such as invoice details, payment records, and transaction references.
Communication records including enquiries, complaints, feedback, and notes from conversations.
Usage and technical information if you contact us online, such as device type, browser type, IP address, and basic interaction data.
Any other information you choose to provide to us in connection with our services.

We only collect information that is relevant and necessary for providing our services, managing bookings, meeting legal obligations, and running our business effectively.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange, manage, and deliver removal and van services;
to communicate about bookings, changes, delays, and service updates;
to process payments, issue invoices, and maintain financial records;
to handle complaints, claims, or disputes;
to improve our services, customer experience, and internal operations;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We do not use your data for purposes that are incompatible with the reasons it was collected.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and managing payment arrangements.

Legal Obligation

We may process data where needed to comply with legal obligations, including tax rules, accounting requirements, recordkeeping duties, and responses to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include improving our services, preventing fraud, maintaining operational records, and managing internal administration. Where we rely on legitimate interests, we carefully consider the impact on your privacy.

Consent

In limited cases, we may ask for your consent, for example where it is required for optional communications or certain non-essential processing. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, where necessary for the purposes set out in this policy. These may include:

Payment service providers who help process transactions securely.
Accounting and bookkeeping providers who assist with invoices, tax records, and financial administration.
IT and cloud service providers who support data storage, software, communication tools, and security systems.
Professional advisers such as accountants, insurers, lawyers, and auditors.
Regulators, law enforcement, or public authorities where disclosure is required by law.

Where third parties process personal data on our behalf, they are required to act under our instructions, use appropriate security, and comply with applicable data protection obligations. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of our relationship with you.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up questions, service history, and business administration.
Booking and service records may be retained for contract management, dispute handling, and continuity of service.
Financial and tax records are typically retained for the period required by law.
Complaint or claims records may be kept longer where needed to establish, exercise, or defend legal claims.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures.

While no system can be guaranteed to be completely secure, we take reasonable steps to protect the information entrusted to us. Only personnel and authorised service providers who need access for legitimate business purposes will be permitted to process personal data.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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

You may also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so that we can try to resolve them promptly.

8. Children’s Data

Our services are intended for adults arranging moving and van services. We do not knowingly collect personal data from children except where it is incidentally provided in the context of service delivery, for example where family household details are involved. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

9. International Transfers

Where data is stored or processed by service providers outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protections to ensure your information remains protected.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Scope and Applicability

This Privacy Policy applies to all Man With Van Waterloo customers in the area, including prospective customers, active customers, and former customers whose data we retain for legal or administrative reasons. By using our services or providing us with personal data, you acknowledge that you have read and understood this policy.

We are committed to respecting your privacy and handling your data responsibly at every stage of our service relationship. If we need to process personal data beyond the scope described here, we will only do so where a lawful basis exists and where additional notices or permissions are provided as required.