Privacy Policy - Man With Van Goodmayes

This Privacy Policy explains how Man With Van Goodmayes collects, uses, shares, stores, and protects personal data in connection with our removals, delivery, and van services. It applies to all Man With Van Goodmayes customers in the area, including private individuals, households, landlords, tenants, and business clients who use our services in Goodmayes and surrounding locations. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Goodmayes provides man and van transport services, including item collection, local moving support, furniture transportation, small removals, and related logistical services. In delivering these services, we act as a data controller for personal information we collect and use for our own business purposes. In some cases, we may also act as a data processor when handling information on behalf of a customer who instructs us to move or deliver items that contain personal data.

2. Personal Data We Collect

We only collect personal data that is necessary for arranging, managing, and completing our services, or for meeting legal and operational obligations. Depending on the nature of the service, we may collect the following categories of information:

Identity information, such as your name and, where relevant, the name of your organisation.
Contact details, including phone number, email address, and service address.
Booking and service information, such as move date, property access details, inventory lists, and special handling requests.
Payment and billing information, such as invoicing details and transaction records.
Correspondence, including messages, notes, and service communications.
Technical information if you interact with us online, such as device data, browser type, and limited usage information, where applicable.
Optional information you choose to provide, including delivery instructions, accessibility needs, or other relevant service requirements.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful basis exists and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data only for clear and legitimate business purposes. These include:

responding to enquiries and preparing quotations;
managing bookings and scheduling services;
carrying out removals, deliveries, and related transport tasks;
communicating service updates and operational information;
issuing invoices, processing payments, and maintaining accounting records;
handling complaints, claims, and service disputes;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We will always aim to use data in a way that is relevant, proportionate, and limited to what is necessary for the purpose in question.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing your personal data. Depending on the context, we may rely on one or more of the following bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging your move, confirming your booking, delivering services, and handling payment-related matters.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including tax law, accounting rules, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, business administration, fraud prevention, customer support, and operational planning.

Consent

In limited situations, we may rely on your consent, for example for certain marketing activities or where you voluntarily provide additional information. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency situation affecting health or safety.

5. Sharing Your Information

We may share personal data with trusted third parties only where necessary for service delivery, legal compliance, or legitimate business administration. These parties may include:

payment service providers and invoicing systems;
accountants, auditors, and professional advisers;
insurance providers and claims handlers;
IT, cloud storage, and communications providers;
subcontractors or partner transport providers assisting with the service;
regulators, law enforcement, courts, or other public authorities where legally required.

Where third parties process personal data on our behalf, they do so under contractual obligations that require appropriate security, confidentiality, and data protection standards. We do not sell personal data.

6. Data Processors

Where we use external service providers to support our operations, they may act as data processors. This means they process information only on our instructions and for specified purposes. Examples may include:

cloud hosting and data storage providers;
email and telephone communication services;
bookkeeping and accounting software providers;
payment processing platforms;
vehicle tracking, scheduling, or administrative tools.

We take steps to ensure any processor we use offers sufficient guarantees regarding security, confidentiality, and GDPR compliance. We aim to use only processors that apply appropriate technical and organisational measures to protect your data.

7. International Transfers

If any of our service providers store or process personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect personal information to UK GDPR standards.

8. Data Retention

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

Booking and service records are generally kept for the period needed to manage the service and any follow-up queries.
Financial and tax-related records may be retained for the period required by law.
Correspondence and claims-related information may be kept for as long as needed to resolve disputes or protect legal rights.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data longer than necessary.

9. Security of Your Data

We use reasonable and appropriate security measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted administrative access. While no system can be guaranteed to be completely secure, we continually review our practices to reduce risk and maintain protection.

10. Your Rights Under Data Protection Law

You have a number of rights over your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit how we use your data in specific situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may 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. We encourage you to contact us first so we can review and address your concerns promptly.

11. Children’s Data

Our services are intended for adults arranging transport or removal services. We do not knowingly collect data from children unless it is necessary in the context of a service request and provided by an adult customer. If we become aware that we have unintentionally collected information from a child 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 the law, our operations, or our service practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Goodmayes is committed to protecting the privacy and rights of every customer in the area we serve. We collect only the data needed to provide moving and transport services, use it under clear lawful bases, keep it only as long as necessary, and share it only with trusted processors and other parties where required. We aim to be transparent, secure, and respectful in all our handling of personal information.

This policy applies to all Man With Van Goodmayes customers in the area.