Privacy Policy - Man With Van Gipsyhill

This Privacy Policy explains how Man With Van Gipsyhill collects, uses, stores, shares, and protects personal data when providing removal, moving, transport, and related services. It applies to all Man With Van Gipsyhill customers in the area, including private individuals, households, landlords, tenants, and business customers who use our services locally. 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.

By using our services, making an enquiry, requesting a quotation, or communicating with us, you acknowledge that we may process personal data as described in this policy. We only collect data that is necessary for the provision, administration, and improvement of our services, and we take appropriate steps to keep that data secure.

1. Data We Collect

We may collect the following categories of personal data depending on how you interact with us and the services you request:

Identity data: name, title, and any details needed to confirm who you are.
Contact data: address, email address, telephone number, and moving addresses.
Service data: details of your removal requirements, property access information, inventory lists, and preferred dates and times.
Payment data: billing information, transaction records, and payment confirmation details.
Communication data: records of calls, emails, text messages, and any notes made during enquiries or bookings.
Technical data: limited information such as device type, browser type, and basic usage information if collected through digital systems used for service administration.
Special category data: we do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where access arrangements or health-related considerations are relevant to safe service delivery.

We aim to ensure that the data we collect is adequate, relevant, and limited to what is necessary for the purposes set out in this policy.

2. How We Use Personal Data

We use personal data to manage our relationship with you and to provide our services efficiently and safely. This may include:

responding to enquiries and providing quotations;
confirming bookings and planning jobs;
organising collections, deliveries, and removals;
communicating about timings, access, or service changes;
processing payments and maintaining accounts;
handling complaints, claims, or disputes;
meeting legal, tax, accounting, and regulatory obligations;
improving service quality, training, and operational planning;
protecting against fraud, misuse, or security incidents.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or we are required by law to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, we rely on one or more of the following lawful bases:

a) Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, removals, deliveries, invoicing, and service-related communications.

b) Legal Obligation

We may process personal data where necessary to comply with legal duties, such as tax record keeping, accounting, insurance requirements, or responding to lawful requests from authorities.

c) Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving operations, maintaining records, preventing fraud, and ensuring the security of our services.

d) Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information that is not necessary for the performance of the service. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

We do not use personal data for automated decision-making that produces legal or similarly significant effects.

4. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason it is held.

Enquiry and quotation records may be kept for a reasonable period to manage follow-up communications and service history.
Contract, booking, invoicing, and payment records are generally retained for the period required by tax and accounting law.
Correspondence and complaint records may be kept to resolve disputes, demonstrate service delivery, and improve operations.
Where data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

If data is retained for longer than usual, this will only be because of a lawful reason such as an unresolved claim, insurance matter, or legal obligation.

5. Processors and Data Sharing

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors are only permitted to use personal data in accordance with our instructions and appropriate contractual safeguards.

Typical processors and recipients may include:

Payment processors who handle card or bank transaction processing;
Accounting and bookkeeping providers who assist with financial records and tax compliance;
IT and cloud storage providers who support secure data storage and communications;
Administrative support providers who help manage bookings and customer records;
Insurance providers and legal advisers where required for claims, disputes, or compliance;
Regulatory, law enforcement, or public authorities where disclosure is required by law.

We do not sell personal data. Where data is transferred to a processor or other third party, we take steps to ensure that appropriate security, confidentiality, and data protection obligations are in place.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting the amount of personal data shared internally on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to reduce risk and respond promptly to any suspected data breach.

7. Your Rights

Depending on the circumstances and applicable law, you have several rights in relation to your personal data:

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: you can request deletion of your data in certain situations.
Right to restriction: you can ask us to limit how we use your data in certain cases.
Right to object: you can object to processing based on legitimate interests.
Right to data portability: you may request that certain information be provided in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may seek further guidance from the relevant data protection authority in the United Kingdom.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for the provision of a service and provided by a parent, guardian, or lawful representative. If we become aware that data has been collected without appropriate authority, we will take steps to delete it where required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will take effect when published or otherwise communicated to you. We encourage customers to review this policy periodically so they remain informed about how their information is used.

10. Fair Processing Commitment

We are committed to ensuring that all personal data is handled fairly, lawfully, and transparently. Our approach is based on data minimisation, accuracy, storage limitation, integrity, and confidentiality. We will only retain information for as long as necessary and will only share it where there is a valid reason to do so.

This policy is intended to provide a clear explanation of how Man With Van Gipsyhill processes personal data for customers in the area. If a situation arises that is not covered here, we will apply the same principles of lawful, proportionate, and secure data handling.

Last updated: current as of the date this policy is used.