Privacy Policy - Man With Van Cranham

This Privacy Policy explains how Man With Van Cranham collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Man With Van Cranham customers in the area, including individuals and businesses who enquire about, book, or receive our removal, delivery, packing, loading, unloading, and related van services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes what data we collect, why we collect it, the legal bases we rely on, how long we keep it, who may process it on our behalf, and the rights you have over your personal data.

1. Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Information you provide directly

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including pickup and delivery addresses, item descriptions, access information, moving dates, and special handling instructions.
Billing and payment information necessary to arrange payments, issue invoices, and keep records.
Correspondence including messages, notes, and records of communications with us.
Customer preferences and any information you provide to help us deliver the service safely and efficiently.

Information we collect automatically

When you contact us or use our services, we may also collect limited technical and operational information, such as service logs, device or browser details, and records of communication timestamps. If any online enquiry tools are used, standard website analytics or server logs may record basic usage information. We do not collect more than is reasonably necessary for business operations.

Information from third parties

In some cases, we may receive data from third parties involved in arranging your move or delivery, such as estate agents, landlords, tenants, business clients, payment service providers, or subcontracted service partners. We only use such information where it is relevant to the service and where a lawful basis applies.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To plan, arrange, and deliver moving or transport services.
To communicate with you before, during, and after a job.
To issue invoices, process payments, and maintain accounting records.
To manage customer accounts, bookings, and service records.
To handle complaints, claims, and service-related disputes.
To comply with legal, tax, insurance, and regulatory obligations.
To improve our services, business operations, and customer experience.
To protect our business from fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and, where required, we inform you of the change.

3. Lawful Basis for Processing

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

Contract

We process your data because it is necessary to perform a contract or to take steps at your request before entering into a contract. This applies when you request a quote, book a service, or require us to move, collect, or deliver items.

Legal obligation

We may process data where it is necessary to comply with a legal obligation, such as tax rules, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your interests and rights do not override those interests. Examples include managing our business, preventing fraud, maintaining service records, improving our operations, and handling customer queries. When relying on legitimate interests, we consider whether the processing is proportionate and whether it is reasonably expected by you.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional communications or certain marketing activity. You have the right to withdraw consent at any time, and withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with carefully selected third parties, but only where necessary for the operation of our business or the provision of our services. These third parties may act as data processors or independent controllers depending on the service they provide.

Examples of processors and service providers

Payment processing providers used to handle transactions securely.
Accounting and bookkeeping service providers.
IT, cloud storage, and communications providers.
Scheduling, invoicing, or customer management software providers.
Subcontractors or operational partners assisting with transport or loading tasks, where necessary.

Where a third party acts as a processor, they are only allowed to process data on our instructions and must protect it appropriately. We require appropriate contractual safeguards designed to protect your information.

We may also disclose information to professional advisers, insurers, law enforcement, courts, regulators, or other authorities where required or permitted by law. We do not sell personal data.

5. 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, and reporting requirements. Retention periods may vary depending on the type of information and the purpose for which it is used.

Typical retention principles include the following:

Enquiry and quotation records are usually kept for a limited period to manage follow-up and business administration.
Customer and service records may be retained for the duration of the service relationship and for a reasonable period afterwards.
Invoice, payment, and tax-related records are kept for the period required by law.
Complaint, claim, and dispute records may be retained longer where necessary to establish, exercise, or defend legal claims.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures are designed to be proportionate to the nature of the data and the risks involved.

While no system can be guaranteed to be completely secure, we regularly review our procedures and aim to maintain appropriate safeguards for data handling, access control, and retention.

7. 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request limited use of your data in certain situations.
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.
Right to withdraw consent – where processing is based on consent.

Strong rights protections mean that not every request will apply in every situation. For example, we may need to retain certain records to comply with legal obligations or to defend against claims. We will assess each request in line with applicable law.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in booking or delivery details and only to the extent necessary to provide the service lawfully and safely.

9. International Transfers

Where data is processed by third-party providers outside the UK, we will take steps to ensure that appropriate safeguards are in place so that your personal data remains protected in accordance with applicable law. This may include the use of approved contractual protections.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Key Points

In summary, Man With Van Cranham collects only the data needed to provide moving and transport services, communicate with customers, manage payments, and meet legal duties. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, where needed, consent. We retain data only as long as necessary, use processors under suitable safeguards, and respect your rights under data protection law.

If you are a customer in the Cranham area and want to exercise your rights, request clarification, or raise a concern about your personal data, you may make a data protection request through the appropriate business channels. We will respond in accordance with applicable legal requirements.