Privacy Policy - Man And Van Vauxhall

This Privacy Policy explains how Man And Van Vauxhall collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Vauxhall customers in the area, including anyone who requests a quote, books a service, receives a delivery, or otherwise interacts with our moving and transport services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Vauxhall provides moving, transport, collection, and delivery services. In the course of providing these services, we may process personal data relating to customers, prospective customers, business contacts, and other individuals involved in a booking or delivery. This policy explains our responsibilities as a data controller for the information we collect and how you can exercise your rights.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide, for administration, and for meeting legal obligations. The types of information we may collect include:

Identity details such as your name and, where needed, the name of a business or organisation.
Contact details such as phone number, email address, and service address.
Service information including booking details, requested dates, item descriptions, access requirements, and delivery instructions.
Payment-related information such as billing records, transaction status, and proof of payment.
Communication records including enquiries, complaints, feedback, and correspondence by phone, email, or message.
Technical and usage data where relevant, such as basic website or device information if you interact with our online services.
Special category data only where absolutely necessary and with extra protection, for example if you voluntarily provide health or access information needed for a safe move.

We do not intentionally collect more information than is needed. If you provide information about someone else, you should ensure that you have permission to do so.

3. How We Use Personal Data

We use personal data to deliver our services efficiently, lawfully, and safely. Typical purposes include:

providing quotes and managing bookings;
planning routes, scheduling staff, and coordinating removals or collections;
communicating service updates and responding to queries;
processing payments and maintaining financial records;
handling complaints, disputes, or claims;
maintaining service quality, training, and operational records;
meeting legal, tax, accounting, and insurance requirements;
protecting our business, staff, clients, and property from fraud or misuse.

We will only use your data for the purposes set out in this policy or for compatible purposes that you would reasonably expect.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract

We process data when it is necessary to enter into or perform a contract with you. For example, this includes using your name, address, contact details, and service instructions to complete a move or delivery.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving services, keeping service records, and defending legal claims. We ensure such processing is proportionate and limited to what is necessary.

Consent

In limited cases, we may rely on your consent, especially for optional uses of information or where special category data is involved and no other basis applies. Where we rely on consent, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted processors and third parties who help us operate our business. These parties only process data on our instructions and are required to keep it secure and confidential. They may include:

payment processors and banking providers;
accountants, auditors, and tax advisers;
IT, hosting, storage, and software providers;
customer communication tools and administrative service providers;
insurance providers, legal advisers, and claims handlers;
subcontracted movers or logistics partners where required to fulfil a booking;
regulatory, law enforcement, or public authorities where legally required.

We do not sell personal data. If data is transferred outside the UK, we will take appropriate safeguards to ensure that it remains protected to the standard required by law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and insurance requirements. Retention periods depend on the type of information and the reason we hold it. In general:

booking and service records are kept for a reasonable period after completion;
financial and tax records are retained for the period required by law;
complaints, disputes, and claims may be retained longer where needed to resolve issues or defend legal rights;
data that is no longer needed is securely deleted, anonymised, or archived in a controlled manner.

Where possible, we minimise the retention of unnecessary personal data and periodically review the information we hold.

7. Data Security

We use 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 careful management of third-party services. While no system can be guaranteed to be completely secure, we work to reduce risk and respond promptly to any suspected breach.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the situation. Your rights include:

The right to be informed about how we use your data;
The right of access to obtain a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete information;
The right to erasure in certain circumstances, sometimes called the right to be forgotten;
The right to restrict processing where you want us to limit how we use your data;
The right to object to processing based on legitimate interests or direct marketing;
The right to data portability for certain data you have provided to us;
The right to withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will assess your request in line with applicable law and respond within the required timeframe. We may need to verify your identity before taking action.

9. Special Category and Sensitive Information

From time to time, you may provide information that is considered sensitive under data protection law, such as health-related access needs or mobility limitations. We only use such information when necessary to provide a safe and suitable service. We apply additional care and only retain it for as long as required. Where this information is not essential, please avoid sharing it.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for marketing or general service purposes. If we become aware that we have collected a child’s data without appropriate authority, we will take steps to delete or protect it as required.

11. Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects on individuals. Any service decisions, such as scheduling or pricing reviews, involve human oversight where appropriate.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any revised version will apply from the date it is published or communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

13. Summary of Our Commitment

Man And Van Vauxhall is committed to respecting privacy, limiting data collection, using personal information fairly, and protecting it with appropriate safeguards. We process data only where we have a lawful basis, keep it only as long as needed, and ensure that our processors are bound by suitable confidentiality and security obligations. If you are a customer in the area, this policy applies to your personal data whenever you use our services or interact with us in connection with those services.

Last updated: This policy reflects our current privacy practices and applies to all Man And Van Vauxhall customers in area.