Privacy Policy - Man With Van Welling

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

1. Who We Are

Man With Van Welling provides man and van, removals, transport, and related logistics services. In the context of data protection law, we act as the data controller for the personal data we collect and use for our own business purposes. This means we decide why and how your personal data is processed when you interact with us as a customer, prospective customer, or website user.

2. Personal Data We Collect

We collect only the data that is necessary for providing our services, managing enquiries, fulfilling bookings, and meeting legal obligations. The personal data we may collect includes:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as telephone number, email address, and service address.
Booking and service details such as moving date, collection and delivery addresses, property access information, item descriptions, special handling needs, and service notes.
Payment information such as payment status, transaction reference, and billing records. We do not store more payment card data than is necessary for processing payments securely.
Communication records such as emails, calls, messages, quotes, complaints, and feedback.
Technical data where applicable, such as basic device or usage information if you interact with digital systems used to manage our services.
Legal and compliance records such as invoices, tax records, and documents needed to resolve disputes or comply with statutory duties.

We do not intentionally collect special category personal data unless it is provided by you and is strictly necessary for a specific service requirement. If you choose to share such information, we will treat it with appropriate care and only process it where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and answer enquiries.
To plan, arrange, and deliver moving and transport services.
To contact you about bookings, changes, delays, or service updates.
To process payments and manage invoices.
To maintain business records and service history.
To handle complaints, claims, and disputes.
To improve our services, operations, and customer experience.
To comply with legal, tax, accounting, and regulatory obligations.

We will only use your data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law allows us to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Man With Van Welling relies on the following lawful bases:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes managing quotes, bookings, service delivery, and customer support.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service administration, business record keeping, fraud prevention, quality control, and internal operational improvement. We always consider whether our interests are balanced against your privacy rights.

Legal Obligation

We process some data where it is necessary to comply with legal obligations, such as tax law, accounting requirements, insurance requirements, or lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where specific data processing requires consent. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required for the relevant service or legal purpose. These recipients may act as processors or, in some cases, independent controllers.

Examples of processors and service providers may include:

IT and hosting providers that support our record management, email, or digital systems.
Accounting and bookkeeping providers who help manage invoices, tax records, and financial administration.
Payment service providers that process transactions securely.
Communication tools used for messaging, scheduling, or customer service.
Professional advisers such as legal, insurance, or compliance advisers where necessary.

All processors are required to handle personal data securely, act only on our instructions, and implement appropriate technical and organisational safeguards. We do not sell personal data.

We may also disclose data where required by law, to protect our rights, to prevent fraud, or to respond to a lawful request from a public authority, court, or regulator.

6. International Transfers

If any processor or service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures required by data protection law. Our aim is to keep your personal data protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as it is necessary for the purpose for which it was collected, or for as long as the law requires. Retention periods may vary depending on the type of data and the purpose of processing.

Enquiry and quotation data may be kept for a reasonable period to allow follow-up, service review, or business reference.
Booking and service records are usually kept for the duration of the service relationship and for a further period needed for administration, claims handling, or dispute resolution.
Financial and tax records are retained for the period required by law.
Complaint and legal records may be retained longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of processing practices. However, no system is completely risk-free, so we also encourage customers to take care when sharing information with us.

9. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They include:

The right of access – to request confirmation of whether we process your data and to receive a copy of it.
The right to rectification – to ask us to correct inaccurate or incomplete information.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit how we use your data in certain cases.
The right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability – to receive certain data in a structured, commonly used format where the law applies.
The right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with applicable law. In some cases, we may need to keep certain information for legal, regulatory, or operational reasons. We will explain any decision clearly and promptly.

10. Marketing Communications

If we send optional marketing or promotional messages, we will do so only where permitted by law. You may opt out at any time. Where marketing is based on consent, you can withdraw consent whenever you choose. Where it is based on legitimate interests, you still have the right to object.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided incidentally and is necessary for a service arrangement, such as access or delivery details supplied by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. 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 updates will take effect once published or otherwise communicated as required. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

13. How This Policy Applies

This Privacy Policy applies to all Man With Van Welling customers in area, including prospective customers, existing customers, and anyone who contacts us about our services. By using our services or providing your personal data to us, you acknowledge that your information will be handled in accordance with this policy and applicable data protection law.

We are committed to using personal data responsibly, securely, and only where necessary. Our aim is to keep your information protected while delivering reliable moving and transport services.