Privacy Policy - Man With Van Cubitttown

This Privacy Policy explains how Man With Van Cubitttown collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Cubitttown customers in area, including anyone who requests a quote, makes a booking, receives a moving service, or communicates with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Cubitttown provides removals and transportation services for household, business, and related moving needs. In the course of providing these services, we act as a data controller for the personal information we collect and use. This means we determine the purposes and means of processing your personal data.

We only collect data that is relevant and necessary for arranging, carrying out, managing, and improving our services, as well as meeting our legal and operational obligations.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity information such as your name, title, and business name if applicable.
Contact information such as your address, email address, and telephone number.
Service details including pickup and delivery addresses, moving dates, access instructions, inventory lists, and special handling requirements.
Payment and billing information such as payment status, transaction references, invoicing details, and records of payments made.
Communication records including emails, messages, notes from calls, and any information you provide when requesting a quote or making a complaint.
Booking and service history including previous services, preferences, and relevant operational notes.
Technical data such as basic device or usage information if you interact with us through digital systems used for administration or record keeping.

In some cases, we may also process limited additional information that you choose to share with us, for example details about fragile items, access limitations, or special instructions needed to complete a move safely.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and deliver moving services.
To communicate with you about your booking, timings, access arrangements, or changes to service.
To process payments, issue invoices, and manage financial records.
To maintain internal records, service quality, and business administration.
To handle complaints, disputes, claims, or service issues.
To comply with legal and regulatory obligations.
To improve our operations, customer service, and service planning.

We do not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes you request, managing bookings, delivering moving services, and carrying out associated administration.

Legal Obligation

We may process information when necessary to comply with legal requirements, including tax, accounting, record-keeping, and other statutory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This may include service improvement, preventing fraud, maintaining business records, and managing customer communications. When relying on legitimate interests, we consider the nature of the data, the impact on individuals, and whether the processing is reasonably expected.

Consent

Where required, we will ask for your consent before processing certain types of information or sending specific communications. If processing is based on consent, you have the right to withdraw that consent at any time.

5. Sharing Your Information

We may share personal data with trusted third parties when necessary for the operation of our services. These parties act as processors or, in some cases, separate controllers. We only share the information needed for the relevant purpose.

Examples include:

Payment providers who process card or transfer transactions.
Accounting and bookkeeping processors who assist with invoicing, tax, and financial record management.
IT and data storage providers who support secure administration, communication, and document storage.
Operational contractors or subcontractors involved in delivering the moving service, where necessary for performance of the booking.
Professional advisers such as legal or insurance advisers when needed for compliance, claims, or dispute handling.
Public authorities where required by law or to protect our legal rights.

We require third parties to use appropriate safeguards and to process personal data only in accordance with our instructions or applicable law.

6. Processors and Data Protection Safeguards

Where we use processors, they may handle personal data on our behalf for functions such as hosting, communications, accounting, scheduling, or payment processing. All processors are selected carefully and are expected to maintain suitable technical and organisational measures to protect data against loss, unauthorised access, alteration, or disclosure.

We aim to ensure that:

processors only act on our documented instructions;
data is used only for the agreed purpose;
access is restricted to authorised personnel;
appropriate confidentiality obligations are in place;
security measures are reviewed where reasonably possible.

Where personal data is transferred outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law.

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, operational, and reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

In general:

booking and service records are kept for as long as needed to manage the service and resolve any follow-up issues;
financial and tax records are kept for the period required by law;
communication records are retained for a reasonable period in case of disputes, complaints, or service queries;
information no longer needed is securely deleted or anonymised.

When deciding how long to retain information, we consider legal requirements, the possibility of claims, business needs, and the sensitivity of the data. Data is not kept indefinitely without purpose.

8. 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 restrict processing – to ask us to limit the way we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where legally applicable.
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 with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. Exercising your rights will not usually affect the services we provide, although in some cases we may be unable to continue a service if we do not have the information necessary to do so.

9. Security of Your Data

We take the security of personal data seriously and use reasonable technical and organisational measures to help protect it. These measures may include access controls, secure storage, limited permissions, confidentiality practices, and internal procedures for data handling. However, no system can be guaranteed completely secure, and we encourage you to share only the information needed for the service.

10. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect personal data from children except where it is unavoidably included in service-related communications or household details. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete or protect it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. 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 personal data is handled.

12. Summary of Our Commitment

Man With Van Cubitttown is committed to protecting customer privacy and using personal data responsibly. We collect only the information needed to provide and manage our services, rely on lawful bases for processing, retain data only as long as necessary, share it carefully with trusted processors, and respect your rights under data protection law. This policy is intended to provide clear and transparent information for all Man With Van Cubitttown customers in area.