Privacy Policy - Man And Van Maidahill

Man And Van Maidahill is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man And Van Maidahill customers in the area, including individuals and businesses who request removals, deliveries, transport, loading, unloading, or related moving services.

We respect your rights under the UK GDPR and the Data Protection Act 2018. We only process personal data where we have a valid legal reason to do so, and we aim to keep the information we hold accurate, secure, and limited to what is necessary.

1. Information We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services you request. The types of information we may collect include:

Identity information such as your name, and where relevant the name of your business or organisation.
Contact information including your telephone number, email address, and service location details.
Service information such as moving dates, item descriptions, access details, property type, and special handling requirements.
Billing and transaction information including payment status, invoicing details, and records of services provided.
Communication records such as enquiries, quotations, service instructions, complaints, and feedback.
Technical information where necessary, such as basic website or device usage data if you interact with digital services used to manage bookings or enquiries.

In some cases, we may also receive information about you from third parties, for example from a person making a booking on your behalf, a business partner, or a payment provider. Where this happens, we expect the third party to have the right to share the data with us.

2. How We Use Your Personal Data

We use personal data only for purposes connected with providing our services, managing our business, and meeting legal obligations. The main purposes include:

responding to enquiries and providing quotations;
arranging and delivering moving or transport services;
communicating about scheduling, access, safety, and service requirements;
processing payments and maintaining financial records;
handling complaints, claims, or service issues;
improving our operations, service quality, and customer experience;
meeting accounting, tax, insurance, and legal obligations;
protecting our business, staff, customers, and property from fraud or misuse.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where necessary, we notify you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Man And Van Maidahill relies on the following lawful bases:

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes handling bookings, providing quotations, managing moving arrangements, and delivering the services you have requested.

Legal Obligation

We may process data where we need to comply with a legal obligation, such as tax requirements, accounting rules, record-keeping duties, or lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing enquiries, preventing fraud, improving our services, maintaining internal records, and protecting our operations.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain types of non-essential communications. If we rely on consent, you can withdraw it at any time.

4. Sharing Your Information

We may share personal data with trusted third parties when necessary for service delivery, business operations, or legal compliance. We do not sell your personal data. Any sharing is limited to what is required and is subject to appropriate safeguards.

Processors and service providers may include:

Payment processors who handle card or online payment transactions.
Accounting and bookkeeping providers who assist with financial administration and tax compliance.
IT and data storage providers who support secure record keeping, communication systems, and business software.
Insurance providers where claims, incidents, or coverage matters need to be assessed.
Professional advisers such as solicitors, auditors, or tax advisers where relevant.
Subcontractors or operational partners who assist with the delivery of services under our instructions.

Where we use processors, they are required to act only on our instructions, keep data secure, and comply with applicable data protection law. If data is transferred outside the UK, we ensure appropriate safeguards are in place where required by law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, or reporting requirements. The length of retention depends on the type of data and the reason for processing.

In general:

service and booking records may be retained for the period needed to administer the customer relationship and resolve any follow-up issues;
financial and invoicing records are typically kept for the period required by tax and accounting laws;
complaints, claims, and dispute-related records may be retained longer if needed to establish, exercise, or defend legal claims;
certain information may be retained in backup systems for a limited time before being securely overwritten or deleted.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and limited access to personal information on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the data we process. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable law.

7. Your Data Protection Rights

Depending on the circumstances, you may have the following rights under data protection law:

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 ask us to delete your personal data in certain situations.
Right to restriction – to request that we limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or to direct marketing.
Right to data portability – to request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions or limitations. If you make a request, we may need to verify your identity before responding.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental to a customer arrangement and necessary for service delivery, such as household planning information provided by an adult customer. If we become aware that we have collected children’s data without an appropriate basis, we will take steps to delete it.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling in a way that produces legal or similarly significant effects on individuals. Any service decisions are made using human oversight and reasonable business judgment.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply from the date it is published or otherwise communicated. We encourage you to review it periodically so you remain informed about how your personal data is handled.

11. How to Raise a Concern

If you believe your personal data has been handled incorrectly, you may raise a concern with us so that we can review the matter. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been processed.

This Privacy Policy is designed to explain our data practices clearly and transparently. By using the services of Man And Van Maidahill, you acknowledge that your personal data may be processed in accordance with this policy and with applicable data protection law.