Privacy Policy - Man With Van Mazehill

This Privacy Policy explains how Man With Van Mazehill collects, uses, stores, shares, and protects personal data when providing moving, removal, transport, and related services. It applies to all Man With Van Mazehill customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Mazehill operates as a provider of man and van, removals, delivery, collection, and logistical support services. In the context of data protection law, we act as a data controller for the personal information we decide to collect and use in the course of providing our services, managing enquiries, processing bookings, and meeting legal obligations.

Where we engage other organisations to process personal data on our behalf, those organisations act as processors and only handle data in accordance with our instructions and applicable law.

2. Personal Data We Collect

We only collect personal data that is relevant, adequate, and limited to what is necessary for the purposes described in this policy. Depending on the service requested, we may collect the following categories of information:

Identity information such as your name, title, and any business or trading name.
Contact details such as telephone number, email address, billing address, pickup address, and delivery address.
Booking details including service date, time, property access information, item descriptions, volume or size of items, and special handling instructions.
Payment information such as payment status, invoice details, and partial card or transaction references, where applicable.
Communication records including emails, messages, call notes, and any instructions you provide before, during, or after a service.
Service and operational information such as vehicle allocation, driver notes, route planning, and job completion records.
Complaint and claims information if you report damage, delay, cancellation, or a service concern.
Technical information when you interact with our digital tools, such as device details, browser type, IP address, and usage logs, where relevant.

We do not intentionally collect special category data unless you choose to provide it and it is necessary to address a specific request or issue. If such information is provided, we will only use it where permitted by law and with appropriate safeguards.

3. How We Use Personal Data

We use personal data for legitimate business and legal purposes related to our services. These purposes include:

Responding to enquiries and providing quotes.
Managing bookings and delivering moving or transport services.
Planning routes, allocating staff, and organising vehicles.
Handling payments, invoicing, refunds, and account administration.
Communicating about schedules, access requirements, and service updates.
Managing complaints, disputes, insurance matters, and service claims.
Keeping internal records, improving operations, and maintaining service quality.
Meeting tax, accounting, regulatory, and legal obligations.
Preventing fraud, misuse, or unlawful activity.

We will only use your data for the purposes for which it was collected unless we reasonably believe another compatible purpose applies or the law allows otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. The lawful bases we rely on may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out removals, processing payments, and providing customer support related to a service you have requested.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service management, business administration, fraud prevention, internal record-keeping, and improving the quality of our services.

Legal Obligation

We process some personal data where required to comply with legal obligations, including tax law, accounting rules, record retention requirements, and responses to lawful requests from public authorities.

Consent

In limited circumstances, we may rely on your consent, for example where it is needed for certain optional communications or specific processing activities. Where consent is used, you may withdraw it at any time. This will not affect processing already carried out before withdrawal.

5. Sharing Data and Processors

We may share personal data only when necessary and with appropriate safeguards. We do not sell your personal information. We may share data with the following categories of recipients:

Service processors who help us run our business, such as booking systems, payment handlers, IT support, cloud storage providers, and communication platforms.
Professional advisers such as accountants, insurers, legal advisers, or auditors where needed for business administration or claims handling.
Operational partners who assist in delivering services, for example subcontracted drivers or logistics support providers, where applicable and subject to confidentiality obligations.
Authorities or regulators where disclosure is required by law, court order, or for the prevention of unlawful activity.

All processors are required to protect personal data, process it only on our instructions, and implement appropriate security measures. We aim to use written agreements that include data protection obligations consistent with UK GDPR requirements.

6. International Transfers

Where personal data is transferred outside the UK, we will only do so when appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We will take reasonable steps to ensure that your data remains protected to a standard consistent with UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of information and the purpose for which it is used.

In general, we retain:

Booking and service records for as long as needed to manage the service and address any post-service issues.
Financial and tax records for the period required by law.
Complaint, dispute, or claim records until the matter is resolved and for a reasonable period afterwards.
General correspondence for a period that supports business administration and record accuracy.

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 use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access based on need-to-know principles. While no system can be guaranteed completely secure, we work to maintain a level of protection suitable to the nature of the data we handle.

9. Your Rights

Depending on the circumstances and the legal basis used, you may have the following rights under data protection law:

Right of access to request a copy of your personal data.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain situations, also known as the right to be forgotten.
Right to restriction to limit how we use your data in specific circumstances.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability to receive certain information in a commonly used format where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to raise concerns directly so that we can address them promptly and fairly.

10. Children’s Data

Our services are directed at adults and business customers. We do not knowingly collect personal data from children except where it is incidental to the provision of a service and provided by an adult customer. If we become aware that we have collected information from a child without an appropriate lawful basis, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any changes will take effect when published in the updated version. We encourage customers to review this policy periodically so they remain informed about how their information is used.

12. Summary of Key Points

Man With Van Mazehill processes personal data only for clear and lawful purposes, including bookings, service delivery, payment handling, communication, and legal compliance. We share data only with trusted processors and other recipients where necessary, retain it only for as long as required, and respect your data protection rights. This policy applies to all Man With Van Mazehill customers in area and is designed to support transparency, fairness, and compliance with applicable privacy law.