Privacy Policy - Man With Van Edenpark

This Privacy Policy explains how Man With Van Edenpark collects, uses, stores, shares, and protects personal data when providing services to customers in the Edenpark area. It applies to all Man With Van Edenpark customers in area, including individuals and business clients who request, receive, or inquire about our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, where applicable. This policy is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Personal Data We Collect

We collect only the data that is necessary to provide our services, manage our operations, and meet our legal obligations. Depending on the nature of your interaction with us, we may collect the following categories of personal data:

Identity data: name, title, and, where needed, proof of identity.
Contact data: address, email address, telephone number, and service location details.
Service data: details of your move, requested dates, inventory of items, access requirements, and delivery instructions.
Payment data: billing information, payment status, and transaction records. We do not store full card details if payment is processed securely by a third party.
Communication data: records of enquiries, quotes, complaints, and correspondence.
Technical data: limited information such as device or browser details if you contact us through digital channels, where applicable.
Verification data: information needed to confirm identity, address, or authority to arrange the service.

In some cases, we may also process special category data if it is voluntarily provided and strictly necessary, such as mobility needs or access arrangements that may reveal health-related information. We will only do so where permitted by law and with appropriate safeguards.

2. How We Collect Your Data

We usually collect personal data directly from you when you request a quote, make a booking, provide instructions, or communicate with us about a service. We may also receive data from:

people authorised by you to act on your behalf;
third-party payment or invoicing systems;
business partners involved in fulfilling the service;
publicly available sources where necessary to verify business details or prevent fraud.

We do not intentionally collect more information than we need. If you choose not to provide certain data, we may not be able to supply the requested service or respond fully to your enquiry.

3. Lawful Basis for Processing

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

Contract: we process data to provide quotes, arrange bookings, deliver moving services, issue invoices, and fulfil our obligations under an agreement with you.
Legal obligation: we retain certain records to comply with tax, accounting, insurance, transport, and other regulatory requirements.
Legitimate interests: we may process data to manage our business, respond to enquiries, improve services, prevent fraud, and maintain service quality, provided these interests are not overridden by your rights and interests.
Consent: where required, we rely on your consent, for example for optional marketing communications or processing of certain sensitive information.
Vital interests: in rare situations, we may process information to protect someone’s life or physical safety.

Where we rely on legitimate interests, we assess the impact on your privacy and limit processing to what is necessary and proportionate.

4. How We Use Your Data

We use personal data for the following purposes:

to provide moving, transport, and related services;
to prepare quotes and confirm bookings;
to plan routes, schedules, and staffing;
to communicate with you before, during, and after a service;
to issue invoices, process payments, and manage accounts;
to keep records for insurance, auditing, and legal compliance;
to handle complaints, claims, or disputes;
to improve our services and operational efficiency;
to protect against fraud, misuse, or unlawful activity.

We will not use your personal data for unrelated purposes unless we obtain a lawful basis to do so and, where necessary, tell you about it in advance.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it through appropriate technical and organisational measures.

Examples of processors may include:

accounting and bookkeeping providers;
payment processing services;
IT support and cloud storage providers;
email or communication service providers;
booking, scheduling, or customer management systems;
insurance administrators or claims handlers, where necessary.

We may also share data with independent third parties where required, such as law enforcement, courts, tax authorities, insurers, or other professional advisers. In any case, we only disclose the minimum amount of information needed for the specific purpose.

Where processors or third parties are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections.

6. 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, insurance, and reporting obligations. The retention period depends on the type of information and the reason for processing.

Typical retention periods

Enquiry and quote records: retained for a limited period unless they become part of a contract or dispute.
Booking and service records: kept for the duration of the service and for a reasonable period afterwards.
Invoices and payment records: retained for the period required by tax and accounting law.
Complaints, claims, and dispute files: kept until the matter is resolved and for any further period needed for legal defence.
Marketing consent records: kept until you withdraw consent or we no longer need the record.

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

7. Data Security

We use appropriate security measures to protect personal data against loss, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our systems and processes. While no method of transmission or storage is completely risk-free, we take reasonable steps to reduce risk and keep your information secure.

8. 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 data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in specific cases.
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 we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding. We will respond within the timeframe required by law.

9. Children’s Data

Our services are intended for adults or individuals acting on behalf of households or organisations. We do not knowingly collect personal data from children except where it is necessary to provide the service and is provided by an adult with authority to do so. If we become aware that we have collected data from a child without appropriate authority, we will take steps to remove it.

10. Changes to This Policy

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

11. Summary of Our Commitment

We process personal data fairly, lawfully, and transparently; we only collect what we need; we keep it secure; we limit access to trusted processors and authorised parties; and we retain it only as long as necessary. Man With Van Edenpark respects your privacy and aims to handle your information responsibly throughout every stage of our service.

Last updated: This policy is provided for customers in the Edenpark area and is intended to support compliance with applicable data protection laws.