Privacy Policy - Man And Van Croftonpark

Effective date: This Privacy Policy applies to all Man And Van Croftonpark customers in the Crofton Park area and explains how personal data is collected, used, shared, and protected when our removal and van services are arranged or delivered.

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. This policy applies to all customers, prospective customers, and anyone whose information is provided to us in connection with a booking, quote, delivery, collection, or related service.

1. Who we are

Man And Van Croftonpark provides moving, transport, loading, unloading, and related logistics services in Crofton Park and the surrounding area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services.

This means we determine why and how your personal data is processed, and we are responsible for ensuring that processing remains compliant with applicable data protection rules.

2. Personal data we collect

We collect only the personal data that is necessary to provide our services, manage our business, and comply with legal obligations. Depending on your interaction with us, the information may include:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service information such as pickup and delivery addresses, inventory descriptions, service preferences, access details, and moving dates.
Payment and billing information such as transaction records and invoicing data.
Communication records including enquiries, complaints, booking notes, and correspondence.
Technical data such as basic website or device information if you submit an online enquiry, where applicable.
Special category data only where strictly necessary and only if you voluntarily provide it, for example if you share access or vulnerability-related information that may affect service delivery.

We do not intentionally collect special category data unless it is required for a legitimate operational reason and a lawful basis permits such processing. If you choose to share extra information with us, we will only use it for the purpose for which it was provided.

3. How we collect personal data

We may collect information directly from you when you:

request a quote or make a booking;
communicate by phone, email, message, or any other channel;
provide service instructions, access details, or inventory lists;
make a payment or request an invoice;
submit feedback or a complaint;
interact with our team during the provision of services.

We may also receive personal data from third parties where necessary for the service, such as a customer’s representative, estate agent, landlord, business client, or payment provider. In such cases, we expect the third party to have the right to share the information with us.

4. Lawful basis for processing

We process personal data only where we have a valid legal reason under data protection law. Depending on the circumstances, our lawful bases are:

Contract – to prepare for and perform the moving or transport services you request, including quotes, bookings, delivery, invoicing, and after-service administration.
Legal obligation – to comply with laws and regulations, including accounting, tax, record-keeping, and fraud prevention requirements.
Legitimate interests – to manage our business effectively, improve service quality, respond to enquiries, maintain records, prevent misuse, and protect our rights and property, where those interests are not overridden by your rights and freedoms.
Consent – where we rely on your explicit permission for specific optional uses of data, such as certain marketing communications or the processing of any sensitive information you voluntarily share when consent is appropriate.

Where consent is used, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before your withdrawal.

5. How we use personal data

We use your personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange and deliver moving or transport services;
to communicate with you about schedules, access, and service details;
to issue invoices, process payments, and manage accounts;
to keep records of work completed and customer requests;
to deal with complaints, claims, or disputes;
to meet legal, tax, and regulatory obligations;
to maintain business security and prevent fraud or misuse;
to improve our services and internal operations.

We do not sell your personal data. We also do not use your information for unrelated purposes that would be unexpected or unfair.

6. Sharing personal data and processors

We may share personal data with trusted third parties only when necessary and only to the extent required for the relevant purpose. These recipients may include service providers acting as processors or independent controllers.

Examples of processors may include:

payment processing providers;
accounting or bookkeeping software providers;
email and secure communication service providers;
IT support and data storage providers;
booking, invoicing, or administrative systems providers.

Where a third party acts as a processor, they are only permitted to process your data on our instructions and must protect it appropriately. Where a third party acts as an independent controller, such as a bank or tax authority, they will be responsible for their own compliance.

We may also disclose data where required by law, where necessary to establish or defend legal claims, or where needed to protect the rights, safety, or property of our business, customers, or others.

7. Retention of personal data

We keep personal data only for as long as it is necessary for the purpose for which it was collected, or as long as legal, accounting, or reporting requirements demand. Retention periods may vary depending on the type of data and the reason it is held.

In general:

Booking and service records are retained for a reasonable period after completion of the service to manage queries, disputes, and customer support.
Financial and tax records are retained for the period required by law.
Communication records are retained as long as needed to resolve issues and maintain accurate business records.
Consent-based marketing information is retained until you withdraw consent or the information is no longer needed.

When personal data is no longer required, we will delete it or anonymise it securely.

8. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations or approved contractual protections. We take reasonable steps to make sure international transfers remain lawful and secure.

9. Security of personal data

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

While no system can be guaranteed completely secure, we take reasonable and proportionate steps to safeguard information in line with the nature of the data and the risks involved.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations or exceptions. They include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where processing relies 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 with us first so we can try to resolve them fairly and promptly.

11. Automated decision-making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

12. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a customer request or service arrangement and where a responsible adult provides the information appropriately.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect personal data.

14. Summary of our approach

Man And Van Croftonpark processes personal data only when necessary, relies on clear lawful bases, uses trusted processors, retains records for appropriate periods, and respects the rights of all customers in the Crofton Park area. Our aim is to handle information with care, integrity, and transparency at every stage of our service.