Privacy Policy - Man And Van Parsonsgreen

This Privacy Policy explains how Man And Van Parsonsgreen collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And Van Parsonsgreen customers in the area, including individuals, households, and business clients who request, receive, or enquire about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or engaging with our team, you acknowledge that your personal data may be processed as described in this policy. We only collect and use data that is necessary for the provision of our services, the administration of our business, and the fulfilment of legal or contractual obligations.

1. Personal Data We Collect

We may collect and process a range of personal data depending on how you interact with us and the nature of the service requested. This may include:

Identity information: name, title, and, where relevant, business name.
Contact information: address, email address, telephone number, and service location details.
Service information: details about your move, delivery, property access, item lists, preferred dates, and special instructions.
Billing and payment information: invoicing details, payment status, and transaction records.
Communication records: emails, messages, call notes, quotations, complaints, and feedback.
Technical information: limited information about how you access our digital communication channels, such as device or browser data, where relevant.
Photographs or inventory records: where needed to assess items, condition, access, or service requirements.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service arrangement. Special category data includes information relating to health, religion, ethnicity, political opinions, or similar sensitive matters. If such information is provided, it will only be processed where permitted by law and where strictly necessary.

2. How We Collect Data

Personal data may be collected directly from you when you request a quote, make a booking, communicate with us, or provide information during the course of service delivery. We may also receive data from third parties where this is necessary to complete a service, such as from landlords, letting agents, business representatives, or other authorised individuals acting on your behalf.

In some cases, we may receive information from payment providers, professional advisers, insurers, or public authorities when required for legitimate business operations or legal compliance.

3. Lawful Basis for Processing

We only process personal data when we have a lawful basis to do so. Depending on the circumstances, our lawful bases may include:

Contract: processing is necessary to provide quotations, arrange bookings, carry out removals or deliveries, manage payments, and fulfil our service agreement with you.
Legal obligation: processing is necessary to comply with accounting, tax, insurance, and other legal requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing enquiries, improving service quality, preventing fraud, maintaining records, and handling complaints, provided your rights do not override those interests.
Consent: where required by law, we rely on your consent for specific optional processing activities, and you may withdraw that consent at any time.

Where we rely on legitimate interests, we ensure that the processing is proportionate and relevant to the services we provide. We do not use personal data in ways that are unfair or unexpected.

4. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to schedule, deliver, and manage moving or transport services;
to communicate with you before, during, and after a service;
to issue invoices, process payments, and maintain financial records;
to deal with complaints, claims, disputes, or service issues;
to protect our business, staff, customers, and property;
to comply with applicable laws and regulatory duties;
to improve operational efficiency and customer experience.

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

5. Sharing and Processors

We may share personal data with trusted processors and service providers who support our operations. These may include:

IT and software providers: for secure storage, communication, scheduling, and administrative support.
Payment processors and banking services: for the handling of payments and financial transactions.
Accountants and professional advisers: for financial, audit, insurance, or legal support.
Subcontractors or partner service providers: where required to complete a booking or deliver a service.
Regulators, insurers, and public authorities: where disclosure is required by law or necessary to establish, exercise, or defend legal claims.

All processors are selected carefully and are required to protect personal data, act only on our instructions, and maintain appropriate security measures. We do not sell personal data.

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, in line with applicable data protection law.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, accounting, legal, insurance, and reporting obligations. Retention periods may vary depending on the type of record and the applicable legal requirements.

In general:

quotation and booking records are kept for a reasonable period to manage service history and follow-up;
invoicing and payment records are retained for tax and accounting purposes;
complaints, claims, and dispute records are kept for the duration needed to resolve and defend issues;
customer communication records are retained only as long as needed for operational purposes.

When personal data is no longer required, it will be securely deleted, anonymised, or destroyed. We review retention regularly to ensure data is not kept longer than necessary.

7. Security of Personal Data

We take reasonable 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 confidentiality obligations, and careful management of data sharing.

Although no system can be guaranteed fully secure, we work to maintain an appropriate level of protection based on the nature of the data we hold and the risks involved.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: to request confirmation of whether we process your data and to obtain a copy of it.
Right to rectification: to request correction of inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request that processing be restricted 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 the legal conditions apply.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

9. Complaints and Further Information

If you are concerned about how your personal data is handled, we encourage you to raise the matter promptly so it can be reviewed and addressed. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational requirements. The latest version will apply to the processing of personal data from the date it takes effect.

10. Applicability

This Privacy Policy applies to all Man And Van Parsonsgreen customers in the area and covers personal data processed in connection with quotations, bookings, removals, deliveries, storage support, customer service, and related business activities. By engaging our services, you agree that your personal information will be handled in accordance with this policy and the applicable data protection legislation.