Privacy Policy - Man And Van Redbridge

This Privacy Policy explains how Man And Van Redbridge collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Redbridge customers in the area, including individuals who enquire about services, request quotations, make bookings, receive moving or delivery services, or otherwise interact with us in relation to transport, removals, packing, storage support, or related services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand 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 data.

1. Personal Data We Collect

We collect only the data necessary to provide our services, manage our business, and meet our legal obligations. The categories of personal data we may collect include:

Identity details such as your name and title.
Contact details such as telephone number, email address, and postal address.
Service details such as moving date, property access information, inventory details, delivery instructions, and service preferences.
Billing and payment information such as invoice details, transaction references, and records needed for accounting.
Communication records such as emails, messages, and notes from calls or enquiries.
Technical information where relevant, such as basic website usage data, device information, and IP-related logs if you contact us through digital channels.
Special category data only where strictly necessary and only if you voluntarily provide it, for example access needs or health-related information relevant to safely carrying out a move.

We do not intentionally collect unnecessary sensitive information. If you provide details about vulnerable circumstances, mobility needs, or health-related access requirements, we use that information solely to help deliver services safely and appropriately.

2. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or amend a service;
communicate with us by phone, email, message, or in writing;
complete forms or provide documents;
pay for services or request an invoice;
provide feedback, complaints, or claims information.

We may also receive data from third parties where necessary, for example from a person making a booking on your behalf, a property manager, a business client, or a payment processor. In limited cases, we may collect publicly available business contact details where appropriate for service administration.

3. Why We Use Your Data and Our Lawful Basis

We only process personal data when we have a valid legal basis under GDPR. Depending on the situation, we rely on one or more of the following lawful bases:

Contract – to provide a quote, enter into a service agreement, complete the move, issue invoices, and manage service-related communication.
Legal obligation – to comply with tax, accounting, insurance, and regulatory requirements.
Legitimate interests – to manage our business, prevent fraud, maintain records, improve service quality, respond to enquiries, and defend legal claims, provided these interests do not override your rights.
Consent – where required, for example for certain marketing activities or to process optional sensitive information that you choose to provide.

We may use your data for the following purposes:

to provide quotations and service estimates;
to plan, perform, and manage removals, deliveries, and related tasks;
to communicate about schedules, access, and service updates;
to process payments, refunds, and invoices;
to keep records for accounting, legal, and insurance purposes;
to handle complaints, disputes, or claims;
to improve our services and customer experience;
to meet security, safety, and operational requirements.

Where we rely on legitimate interests, we balance our business needs against your privacy rights and only use the data in ways that are expected and necessary.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to comply with legal, accounting, and insurance obligations. Retention periods may vary depending on the type of information and the nature of the service provided.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up, service history, and customer support.
Contract and service records are retained for the duration of the service relationship and for an additional period where needed for disputes, claims, or legal requirements.
Invoice, payment, and tax records are kept for the period required by law and standard accounting practice.
Complaints and incident records may be retained longer if needed to resolve disputes or support insurance or legal matters.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you. Retention is based on necessity, not convenience.

5. Data Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us operate efficiently and deliver services. These processors only act on our instructions and are required to protect your data appropriately.

Examples of processors or service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT and cloud storage providers;
communication and messaging tools;
insurance or claims-related service providers;
professional advisers such as legal or tax advisers.

We may also share personal data with third parties where necessary for service delivery, legal compliance, or legitimate business reasons, such as:

subcontracted movers or drivers assisting with your job;
property managers, landlords, or business partners involved in the service arrangement;
regulatory authorities, courts, or law enforcement when required by law.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it.

6. Data Security

We use appropriate 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 obligations, and limited data access on a need-to-know basis.

While no system can be guaranteed completely secure, we take privacy seriously and review our safeguards regularly.

7. Your Rights Under GDPR

You have a number of rights regarding your personal data. These rights may apply depending on the legal basis for processing and the specific circumstances of your request.

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 ask us to delete your data in certain circumstances.
Right to restrict processing – to request limited use of your data in certain situations.
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 where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling certain requests.

8. Children’s Data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data directly from children. If child-related information is incidentally included in booking or access details, we will process it only where necessary and with appropriate care.

9. 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 protection practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Summary of Our Approach

Fair, lawful, and limited processing

Man And Van Redbridge processes personal data only for clear business and service reasons, and only to the extent needed.

Transparency and control

We aim to be open about what data we collect, why we use it, who may process it, and how long we keep it.

Respect for your rights

We recognise that your personal data belongs to you, and we handle requests in line with GDPR principles of lawfulness, fairness, transparency, minimisation, accuracy, storage limitation, integrity, and accountability.

This Privacy Policy applies to all Man And Van Redbridge customers in area and is designed to support trust, clarity, and responsible data handling across every service we provide.