Privacy Policy - Man With A Van Beddington

This Privacy Policy explains how Man With A Van Beddington collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Beddington customers in the area, including individuals and businesses who enquire about, book, receive, or pay for moving, delivery, loading, unloading, or related services. We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

1. Who we are

Man With A Van Beddington provides transport and removals services. In the context of this policy, “we”, “us”, and “our” refer to Man With A Van Beddington as the data controller for the personal data we determine the purpose and means of processing. This means we decide why and how your personal data is used when you interact with us for a quotation, booking, service delivery, complaint, or other service-related matter.

2. Personal data we collect

We only collect personal data that is necessary and relevant for our services, legal obligations, and legitimate business purposes. The categories of data we may collect include:

Identity data such as your name and, where needed, the name of a business or household contact.
Contact data such as address, email address, and telephone number.
Booking and service data such as move dates, pickup and delivery addresses, service requirements, item descriptions, access details, and special instructions.
Payment and transaction data such as invoice details, payment records, and basic financial information required to process payments.
Communication data such as correspondence, complaints, feedback, and service notes.
Technical data when you interact with our systems, such as device information, IP address, browser type, and general usage information where collected by our service providers.
Evidence and claims data such as photographs, inventory notes, damage reports, or documents needed to resolve disputes or insurance matters.

We do not seek to collect unnecessary information. If you provide special category data, such as health-related information, we will only process it where it is strictly necessary for a service request, access requirement, safety concern, or legal claim, and only with an appropriate lawful basis.

3. How we use your personal data

We use personal data for legitimate operational, contractual, and legal purposes. These uses include:

responding to enquiries and providing quotations;
arranging bookings and delivering moving or van services;
managing routes, scheduling, and service logistics;
issuing invoices, taking payments, and maintaining accounts;
communicating service updates, changes, and confirmations;
handling complaints, disputes, insurance matters, and claims;
meeting tax, accounting, and record-keeping obligations;
improving our operations, customer experience, and service quality;
protecting against fraud, misuse, or unlawful activity;
complying with legal requests and regulatory obligations.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

4. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes processing details required to quote, schedule, carry out, and bill for services.

Legal obligation

We process personal data where required to comply with legal duties, such as accounting, tax, record retention, and responding to lawful requests from authorities.

Legitimate interests

We may process personal data for our legitimate business interests where these do not override your rights and freedoms. This may include service administration, customer support, fraud prevention, record management, and business improvement.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests

In rare cases, we may process data to protect someone’s vital interests, for example in an emergency involving health or safety.

5. Data sharing and processors

We may share personal data with trusted third parties where necessary to deliver our services, meet legal obligations, or operate our business. These third parties act as processors or independent controllers depending on the nature of the arrangement.

Examples of processors and service providers may include:

IT and hosting providers that support data storage, communication, and system maintenance;
accounting and invoicing providers that help manage financial records;
payment service providers that process transactions securely;
customer management tools used to organise bookings and enquiries;
insurance providers and claims handlers when a claim or incident must be assessed;
professional advisers such as accountants or legal advisers;
public authorities where disclosure is required by law.

We only use processors that provide appropriate safeguards and process personal data on our instructions, under a written contract where required. We do not sell personal data.

6. International transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure appropriate protection is in place. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK data protection law.

7. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, and to satisfy legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the reason for processing.

Quotation and enquiry records are typically kept for a reasonable period to manage follow-up, service continuity, and dispute handling.
Booking, invoice, and payment records are usually retained for tax and accounting purposes.
Complaint, incident, and claims files may be retained for as long as needed to resolve the matter and support legal defence.
Data held for marketing purposes, where applicable, is retained until you object, withdraw consent, or the data is no longer needed.

When data is no longer required, we will delete, anonymise, or securely destroy it in line with our retention practices.

8. Security of your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restricted sharing. No method of transmission or storage is completely secure, but we take reasonable steps to protect the information we hold.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may depend on the lawful basis and the circumstances of processing.

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 data.
Right to erasure – to request deletion of your data in certain cases.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
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, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the context of a household move, booking, or legal obligation and provided by an appropriate adult or lawful representative. If we learn that we have collected data unlawfully, we will take steps to delete it where required.

11. Automated decision-making

We do not use solely automated decision-making that produces legal or similarly significant effects about you. If that changes in the future, we will update this policy and provide the required information.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers in the Beddington area to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of key points

We collect only the data needed to provide and manage our services.
We process data on lawful bases including contract, legal obligation, legitimate interests, consent, and vital interests where applicable.
We share data only with trusted processors and others where legally necessary.
We retain data only for as long as needed for service, legal, and accounting purposes.
You have rights over your personal data, including access, correction, deletion, objection, and restriction.

Man With A Van Beddington is committed to respecting privacy and handling personal data fairly, lawfully, and transparently for every customer in the area.