Privacy Policy - Man And Van Maidahill

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

1. Who We Are

Man And Van Maidahill provides man and van, light removals, collection, delivery, and associated logistical services. In delivering these services, we may act as a data controller for the personal information we collect and process. This means we decide how and why your personal data is used for the purposes described in this policy.

2. Personal Data We Collect

We collect only the information that is reasonably necessary to provide our services, communicate with you, manage bookings, and meet legal or operational requirements. Depending on your interaction with us, we may collect the following categories of data:

Identity details: your name, title, and where relevant the name of your business or organisation.
Contact details: telephone number, email address, and service address.
Booking and service details: collection and delivery addresses, dates, time slots, item descriptions, access information, parking or loading notes, and service preferences.
Payment and billing information: invoice details, payment status, and transaction references. We do not retain card information unless necessary and authorised by the payment process used.
Communication records: emails, text messages, call notes, and any feedback or complaints you provide.
Operational information: images or notes relating to items, property access, or delivery conditions where required to complete the job safely and accurately.
Technical data: limited website or device information if you interact with our digital systems, such as IP address or browser data, where applicable.

We do not intentionally collect special category data unless it is provided by you and is necessary for a particular service arrangement or legal reason. If such data is supplied, we will handle it with extra care and only where a lawful basis applies.

3. How We Use Your Personal Data

We use personal data to deliver our services efficiently, safely, and professionally. The main purposes include:

processing enquiries and quotations;
confirming bookings and managing schedules;
carrying out removals, deliveries, and related services;
communicating about access, timing, and service requirements;
issuing invoices, recording payments, and handling accounting;
responding to complaints, queries, or service issues;
maintaining internal records and service quality;
meeting tax, insurance, and legal obligations;
preventing fraud, misuse, or security incidents;
improving our service operations and customer experience.

We will only use your personal 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 GDPR, we must identify a lawful basis for each type of processing. Man And Van Maidahill relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, collecting payment details, arranging transport, and carrying out the requested service.

Legal Obligation

We may process and retain certain records where necessary to comply with legal duties, such as tax, accounting, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. Examples include managing service operations, improving efficiency, protecting against fraud, and maintaining business records. We ensure that any such processing is proportionate and carefully balanced against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example if we wish to use optional data for specific purposes not covered by the other lawful bases. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they handle data on our behalf and only according to our instructions. Examples may include:

accounting and bookkeeping providers;
payment processing services;
IT and cloud storage providers;
email, messaging, and communication platforms;
booking or scheduling software providers;
insurance advisers or claims handlers;
professional advisers such as accountants or solicitors where required.

We require processors to use appropriate security measures and to process data only for the agreed purpose. We do not sell your personal data. We may also disclose information to law enforcement, regulators, or courts where required by law or to protect our rights, property, or safety.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure a lawful transfer mechanism is in place. This may include UK adequacy regulations, standard contractual clauses, or other permitted safeguards. We aim to keep data within the UK where practical, but some digital services may involve limited overseas processing.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes set out in this policy, or as required by law. Retention periods vary depending on the type of data and the reason for holding it. As a general approach:

booking and service records are kept for as long as needed to complete the service and manage follow-up matters;
invoice and accounting records are usually retained for the period required by tax and financial law;
complaints, correspondence, and claims information are kept for as long as necessary to resolve the matter and protect legal interests;
data held solely on the basis of consent is deleted when consent is withdrawn, unless another lawful basis applies.

When retention is no longer necessary, data is securely deleted, anonymised, or destroyed. We apply a data minimisation approach wherever possible.

8. Security of Your Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure passwords, restricted staff permissions, safe storage practices, and processor due diligence. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection based on the nature of the data and the risks involved.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing:

Right to be informed: to know how your data is used.
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 information.
Right to erasure: to request deletion of your data in certain situations.
Right to restrict processing: to ask us to limit how your data is used in some circumstances.
Right to data portability: to receive certain information in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making: to challenge decisions made solely by automated means, where applicable.

If we rely on consent, you also have the right to withdraw consent at any time. This will not affect the lawfulness of processing carried out before withdrawal. Some rights may be limited where legal obligations, contractual necessity, or legitimate interests require us to keep or use certain information.

10. How We Handle Requests

When you exercise your rights, we may need to verify your identity before responding. This is to protect your data from unauthorised access. We aim to respond within the time limits set by law and will explain any delay if more time is needed. Requests will be handled fairly and without unnecessary barriers.

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 incidental to providing a service requested by an adult customer. If we become aware that child-related data has been collected unnecessarily, we will take appropriate steps to delete or secure it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any revised version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitments

At Man And Van Maidahill, we are committed to processing personal data in a lawful, transparent, and respectful way. We collect only what we need, use it for clear purposes, share it only with trusted processors where necessary, retain it for a justified period, and protect your rights throughout the process. This policy applies to all Man And Van Maidahill customers in area and is designed to ensure that your information is handled responsibly and in line with GDPR principles.

Man And Van Maidahill values privacy as part of a reliable and professional service. We aim to keep your information safe, use it fairly, and only keep it as long as it is needed. If you have any concerns about how your personal data is handled, you may exercise your rights under data protection law and request appropriate action where permitted.