Privacy Policy - Man With A Van Bickley

This Privacy Policy explains how Man With A Van Bickley collects, uses, stores, shares, and protects personal data when providing removals, man and van, collection, delivery, and related services. It applies to all Man With A Van Bickley customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By engaging our services, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this policy. We aim to be transparent, fair, and secure in everything we do.

1. Data We Collect

We collect only the information that is necessary for arranging, delivering, and managing our services. Depending on how you interact with us, this may include:

Identity information: your name, title, and any business or household name you provide.
Contact details: address, email address, telephone number, and other communication details.
Service details: pickup and delivery addresses, access notes, inventory lists, dates, times, property information, and special instructions.
Payment information: billing details, transaction records, and payment confirmation information. We do not store card details unless expressly required through secure payment processing systems.
Correspondence: records of emails, messages, notes from calls, and any complaints or feedback.
Operational information: vehicle booking details, route information, job history, and service preferences.
Technical information: if you contact us through online channels, we may receive basic device or usage data such as IP address or browser type where necessary for security and record-keeping.

We do not intentionally collect special category personal data unless you choose to provide it to us, and only where it is relevant to a service request. If you share sensitive information, we will handle it carefully and only where a lawful basis exists.

2. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange and deliver moving, transport, collection, and delivery services;
to communicate with you about bookings, timings, access issues, and service changes;
to process invoices, payments, refunds, and account records;
to maintain accurate business records;
to handle complaints, disputes, and customer support requests;
to improve our services and manage quality control;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your data for purposes that are compatible with the reason it was collected. If we need to use it for a new purpose, we will ensure a valid lawful basis applies and, where necessary, notify you.

3. Lawful Basis for Processing

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

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotations, making bookings, carrying out a move or delivery, and managing payments or service communications.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes improving services, maintaining security, preventing fraud, resolving disputes, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate to contact you for optional marketing or to process specific information you have chosen to share. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or operate our business. These third parties act as processors or, in some cases, independent controllers.

Processors may include:

Payment processors that handle secure payment transactions;
Accounting and invoicing providers used for financial administration;
IT and cloud storage providers that support secure data storage and communication;
Communication service providers that help manage emails, calls, or messages;
Insurance providers where relevant to claims or service protection;
Professional advisers such as accountants, legal advisers, or auditors;
Subcontractors or operational partners who assist in service delivery under appropriate confidentiality and data protection obligations.

We require processors to handle personal data securely, only on our instructions, and in accordance with data protection law. We do not sell your personal data.

We may disclose information if required by law, court order, or lawful request from public authorities. We may also share data to protect the rights, property, safety, or security of our customers, staff, or business.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal and operational requirements. Retention periods depend on the type of data and the reason for processing.

Quotation and enquiry records: kept for a reasonable period to manage follow-up, disputes, and service analysis.
Booking and service records: kept to evidence service delivery, handle issues, and maintain operational history.
Financial and tax records: retained for the period required by law, including accounting and taxation rules.
Complaint and correspondence records: retained as needed to resolve disputes and demonstrate compliance.

When personal data is no longer required, it will be securely deleted, anonymised, or destroyed. Where data is stored electronically, we use reasonable technical and organisational measures to protect it during the retention period.

6. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to legal conditions and exemptions, but we will always respond fairly and within the required timeframes.

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete information.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to data portability: you can request certain data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
Right to lodge a complaint: you can complain to the Information Commissioner’s Office if you believe your data rights have been infringed.

If you make a rights request, we may need to verify your identity before responding. This helps protect your information from unauthorised access.

7. Data Security

We take data security seriously and use appropriate technical and organisational measures to safeguard personal information. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of devices and records. While no system can be guaranteed as completely secure, we work to reduce risk and protect data from loss, misuse, unauthorised access, alteration, or disclosure.

8. International Transfers

Where personal data is processed by service providers outside the UK, we will ensure that appropriate safeguards are in place. This may include standard contractual protections or other lawful transfer mechanisms recognised under UK data protection law.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household service request and provided by an adult responsible for the arrangement. If we become aware that we have collected data without an appropriate basis, we will take steps to remove it.

10. 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 revised version will apply from the date it is published or otherwise communicated. We encourage you to review it periodically so that you remain informed about how your data is used.

11. Summary of Our Commitment

Man With A Van Bickley is committed to processing personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear business and legal purposes, store it securely, and retain it only as long as necessary. We also respect your rights and aim to respond promptly and professionally to any data protection request.

This policy applies to all Man With A Van Bickley customers in area.