Privacy Policy - Man And Van Anerley

This Privacy Policy explains how Man And Van Anerley collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Anerley customers in the area, including people who request quotes, book services, or otherwise interact with us in connection with removals, deliveries, man and van transport, and related services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We aim to collect only the information we need, use it for specified purposes, and keep it only for as long as necessary.

1. Personal Data We Collect

We may collect personal data directly from you, from your use of our services, and from third parties where appropriate and lawful. The information we collect depends on the nature of the service you request.

Identity information such as your name and title.
Contact details such as address, email address, and telephone number.
Booking information such as dates, times, service details, and collection or delivery locations.
Payment information such as billing details and transaction records.
Service-related information such as item lists, access details, property information, and special handling requirements.
Communication records including messages, enquiries, complaints, and customer support correspondence.
Technical information where applicable, such as basic website usage data or device information collected through standard security and performance tools.

We do not seek to collect excessive personal data. Where we request information, it is generally because it is needed to provide a quote, complete a booking, perform a service, or manage our business relationship with you.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To arrange, manage, and complete moving or transport services.
To communicate with customers about bookings, schedules, and service updates.
To process payments, issue invoices, and manage accounting records.
To respond to enquiries, complaints, and customer requests.
To maintain internal business records and improve our services.
To comply with legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, or security incidents.

We will only use your personal data for the purposes for which it was collected unless we reasonably believe we need to use it for a compatible purpose. If we need to use it for an unrelated purpose, we will explain the legal basis before doing so where required.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering services, and handling payment or service-related communications.

Legal Obligation

We may process data where it is necessary to comply with legal obligations, including accounting, tax, record-keeping, insurance, and other applicable requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include service improvement, internal administration, business security, fraud prevention, and record management. We always consider whether such processing is proportionate and appropriate.

Consent

In limited situations, we may rely on your consent. Where consent is used, you may withdraw it at any time. Withdrawal of consent does not affect processing already carried out before the withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason it was collected.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up communication and business administration.
Booking and service records may be kept for the duration of the customer relationship and thereafter as required for legal or operational purposes.
Financial and tax records are retained for the period required by law.
Complaint and dispute records may be retained until the matter is resolved and for a further period if necessary for legal defence or claims handling.

When personal data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share information where necessary and lawful with trusted third parties that help us operate our business. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

Payment providers that handle transactions securely.
Accounting and bookkeeping services that support financial administration.
IT and cloud storage providers that host data, emails, or operational systems.
Communication service providers that help deliver messages or booking confirmations.
Professional advisers such as insurers, lawyers, or auditors where necessary.

Where processors handle personal data on our behalf, they are required to process it only on our instructions, protect it appropriately, and use it for agreed purposes only. We take reasonable steps to ensure third parties respect data protection obligations and maintain adequate security measures.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority, or where disclosure is necessary to protect our rights, customers, staff, or property.

6. Data Security

We apply reasonable technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful review of third-party service arrangements.

While no system can be guaranteed completely secure, we work to reduce risk and handle information responsibly. If a personal data breach occurs and we are required to do so by law, we will notify the relevant supervisory authority and affected individuals without undue delay.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may ask us to delete your data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests, and in some cases direct marketing.
Right to data portability – where applicable, you may request transfer of your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on a request, to protect your personal data from unauthorised access.

8. International Transfers

Where personal data is processed outside the UK, we will take appropriate steps to ensure that your information is protected to a level that is consistent with UK data protection requirements. This may involve relying on recognised safeguards or ensuring that suppliers follow approved transfer mechanisms.

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 handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how we use personal data.

10. Summary of Our Commitment

Man And Van Anerley respects your privacy and is committed to protecting your personal data. We collect only what is needed, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. This policy applies to all Man And Van Anerley customers in area and is designed to ensure that your information is handled fairly, securely, and in line with GDPR principles.