Privacy Policy - Man With Van Cubittown

This Privacy Policy explains how Man With Van Cubittown collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Cubittown customers in the area, including anyone who requests, books, or receives our moving and van services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Cubittown is the data controller for the personal data described in this policy. This means we determine the purposes and means of processing your personal information when you interact with us as a customer, prospective customer, supplier contact, or website user where applicable.

This policy applies to personal data provided directly by you, collected from third parties where lawful, and obtained through our service delivery and business administration processes.

2. Personal Data We Collect

We only collect data that is relevant and necessary for providing our services, managing bookings, completing deliveries, handling enquiries, and meeting legal obligations. The types of information we may collect include:

• Identity data: your name and title.
• Contact data: address, email address, and telephone number.
• Booking and service data: moving date, collection and delivery addresses, property access details, item inventory, service preferences, and notes relevant to the move.
• Payment and transaction data: billing records, payment status, and transaction history.
• Communication data: messages, emails, complaint details, and records of phone calls or enquiries.
• Technical data: limited device, browser, and usage information if you interact with our digital services.
• Operational data: records relating to service completion, scheduling, and incident management.

We do not seek to collect special category data unless it is necessary and you voluntarily provide it. If such information is shared with us, we will only process it where a lawful basis exists and appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to manage bookings and deliver moving services;
• to communicate with you about schedules, access arrangements, and service updates;
• to process payments, invoices, and accounting records;
• to handle complaints, claims, and customer support;
• to maintain records for business administration and quality assurance;
• to comply with legal and regulatory obligations;
• to prevent fraud, misuse, or unlawful activity;
• to improve our operations, services, and customer experience.

We will only use your personal data in a manner that is compatible with the purposes for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, Man With Van Cubittown may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging bookings, transporting items, and managing related customer administration.

Legal Obligation

We may process data where needed to comply with legal requirements, such as tax, accounting, insurance, or record-keeping obligations.

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. This may include managing our business, improving service quality, protecting our operations, or handling routine internal administration.

Consent

In limited situations, we may ask for your consent before processing certain information. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of any processing carried out before consent was withdrawn.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency where safety is at risk.

5. Sharing and Processors

We may share your personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our behalf and under our instructions. Examples may include:

• payment service providers;
• accounting and bookkeeping providers;
• IT hosting, cloud storage, and software providers;
• customer communications tools;
• subcontracted drivers or removal partners where required to deliver the service;
• professional advisers such as insurers, lawyers, or auditors;
• public authorities, regulators, or law enforcement where required by law.

We require processors to protect personal data, use it only for agreed purposes, and apply appropriate security measures. We do not sell your personal data.

Where data is shared with subcontractors involved in service delivery, we ensure that sharing is limited to what is necessary to complete the moving service and related obligations.

6. International Transfers

In most cases, your data will be processed within the UK or the European Economic Area. If any processor or service provider transfers data outside these regions, we will ensure that appropriate safeguards are in place, such as UK adequacy regulations, standard contractual clauses, or equivalent legal protections.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the type of record and the reason it is held.

• Customer and booking records may be retained for the period needed to administer services and resolve disputes.
• Financial and tax records are typically retained for the period required by law.
• Complaint and claims information may be retained until the matter is resolved and for any further period needed to defend legal claims.
• Operational correspondence may be retained for a reasonable period after service completion.

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

8. Security of Your Data

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we take data security seriously and aim to reduce risk as far as reasonably possible.

9. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the context and legal basis for processing.

• 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 can request that we delete your data.
• Right to restrict processing: you can ask us to limit how we use your data in certain cases.
• Right to data portability: where applicable, you can request your data in a portable format.
• Right to object: you can object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.
• Right to complain: you may raise concerns with the relevant data protection supervisory authority if you believe your rights have been infringed.

We will respond to valid rights requests within the time limits set by law and may need to verify your identity before actioning a request.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally included in service records, such as household or access-related information provided by an adult customer. If we become aware that we have collected data about a child unlawfully, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data-handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Cubittown is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal information responsibly and securely.

Scope: This Privacy Policy applies to all Man With Van Cubittown customers in the area and to personal data processed in connection with our moving and van services.