Privacy Policy - Man And Van Aldgate

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

1. Who We Are

Man And Van Aldgate acts as a data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal data is processed. We only collect information that is relevant and necessary for providing moving and delivery services, managing customer relationships, and meeting legal obligations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity data such as your name and title.
Contact data such as your address, telephone number, and email address.
Booking and service data including collection and delivery addresses, preferred dates and times, service instructions, and details of items to be moved.
Payment data such as billing details, payment status, and transaction references, where applicable.
Communication data including enquiries, complaints, feedback, and notes from phone calls or emails.
Technical data such as device, browser, and usage information when you interact with our digital services, if applicable.
Verification data where needed to confirm identity, service eligibility, or authorisation to act on behalf of another person.

We do not intentionally collect more data than is necessary. We also avoid collecting special category data unless it is strictly required and permitted by law, and only where additional protections are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving and transport services.
To communicate about schedules, service changes, access requirements, and job completion.
To process payments, issue invoices, and manage accounts.
To handle customer support, complaints, and dispute resolution.
To maintain business records and improve service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To detect and prevent fraud, misuse, or unauthorised activity.

We use your data only for legitimate business purposes and in ways that are consistent with the reason it was collected. We do not sell personal data.

4. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes, carrying out a move, communicating about the booking, and handling payment-related matters.

Legal Obligation

We may process personal data to comply with legal requirements, including accounting rules, tax obligations, insurance matters, and recordkeeping 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. Examples include service improvement, customer support, fraud prevention, and internal administration.

Consent

In limited cases, we may rely on your consent, for example where you have actively agreed to receive certain optional communications. If we rely on consent, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. Examples include:

Payment service providers used to process transactions securely.
IT and software providers used for booking management, communication, data storage, or security.
Professional advisers such as accountants, insurers, or legal advisers where needed.
Public authorities when disclosure is required by law or to protect rights, safety, or property.
Subcontractors or operational partners involved in delivering the service you requested.

All processors are required to handle data securely, use it only under our instructions, and implement appropriate technical and organisational measures. We ensure contracts are in place where required by law.

6. International Transfers

If any of our processors store or access personal data outside the UK, we take appropriate steps to protect that data. This may include using UK-approved safeguards such as adequacy regulations, the International Data Transfer Agreement, or other lawful transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for processing.

Booking and service records are usually retained for a period necessary to manage the service, handle disputes, and maintain operational records.
Financial and tax records are retained for the period required by applicable law.
Communication records are kept for as long as needed to respond to enquiries or resolve issues.

When data is no longer needed, we securely delete, anonymise, or destroy it.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system is completely risk-free, we take data protection seriously and aim to maintain a high standard of security.

9. Your Rights

Under UK GDPR, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions. They include:

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 certain situations, you can request deletion of your data.
Right to restriction – you can ask us to limit how we use your data in specific cases.
Right to data portability – you may 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 can withdraw it at any time.

We will respond to valid requests in line with applicable data protection law. Some rights may be limited where we must retain or process data for legal reasons.

10. Children’s Data

Our services are intended for adult customers and business contacts. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and authorised by an adult customer or legal guardian.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitments

In summary, Man And Van Aldgate only processes personal data where it has a lawful basis, uses it for clear and legitimate purposes, retains it for no longer than necessary, and shares it only with trusted processors or where required by law. We aim to be transparent and respectful in all data handling practices and to protect the privacy rights of every customer in the area.

By using our services, making an enquiry, or completing a booking, you acknowledge that you have read and understood this Privacy Policy.