Privacy Policy - Man With Van Alperton

This Privacy Policy explains how Man With Van Alperton collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, loading, unloading, and related services. It applies to all Man With Van Alperton customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

Privacy and data protection are important to us. This policy describes what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Data we collect

We only collect personal data that is necessary for arranging and carrying out our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name, title, and, where relevant, company name.
Contact details such as phone number, email address, and service address.
Booking and service details including date of move, type of service requested, property access information, item lists, delivery instructions, and any special handling requirements.
Payment information such as billing details and transaction records. We do not usually store full card details where payment is handled by a secure payment processor.
Communication records including messages, call notes, complaints, service updates, and customer feedback.
Technical and usage data where applicable, such as website or device information, cookies, or basic analytics used to improve service performance.
Special category data only when you choose to provide it and when it is necessary, for example information about access needs or health-related handling requirements linked to a move.

We do not intentionally collect more data than is needed. If you provide information about another person, such as a neighbour, family member, or recipient, you should ensure you have permission to share it.

2. How we use your data

We use personal data for the following purposes:

to provide quotations and answer enquiries;
to arrange bookings and manage service schedules;
to carry out moving, packing, transport, loading, and unloading services;
to communicate service updates and respond to questions;
to process payments, invoices, and refunds where applicable;
to handle complaints, claims, and service issues;
to maintain business records and improve service quality;
to comply with legal, tax, accounting, and insurance requirements;
to protect our business, staff, customers, and property from fraud or misuse.

We do not use personal data for unrelated purposes without a lawful basis and, where required, appropriate notice or consent.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Man With Van Alperton relies on the following lawful bases depending on the activity:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing payments.

Legal obligation

We process data where required to meet legal responsibilities, such as tax records, accounting rules, insurance obligations, or other statutory requirements.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include service administration, record keeping, fraud prevention, quality monitoring, and business improvement.

Consent

In some cases, we rely on your consent, for example where you voluntarily provide special category information or when certain marketing activities require permission. Where consent is used, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in ordinary service provision, but may be used in exceptional circumstances if necessary to protect someone’s life or where required by law.

4. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the reason for processing.

Quotation and enquiry data is usually kept for a limited period after the enquiry closes, unless it leads to a booking or further legitimate business need.
Customer service and booking records are retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Complaint, incident, and claims records may be held longer where needed to resolve disputes or defend legal claims.
Marketing preferences are retained until you opt out or withdraw consent, where consent is the basis used.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review retained information to make sure it is not kept for longer than necessary.

5. Processors and third parties

We may use trusted service providers who act as data processors on our behalf. These processors only process personal data according to our instructions and must keep it secure and confidential. They may include:

payment service providers;
accounting and bookkeeping software providers;
email, messaging, and communication platforms;
IT support, cloud storage, and data backup services;
customer management and scheduling tools;
professional advisers such as insurers, lawyers, accountants, and auditors;
delivery or logistics partners where subcontracting is necessary to complete a job.

We may also disclose personal data where required by law, regulation, court order, or to protect our rights, staff, customers, or property. Where we share data with third parties, we take steps to ensure it is handled safely and only for the intended purpose. We do not sell your personal data.

6. International transfers

If any of our processors store or access personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by data protection law.

7. Security of your data

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of device and account access. While we work to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs and we are legally required to do so, we will notify the relevant authorities and affected individuals.

8. Your rights

Depending on the circumstances and the legal basis for processing, you have several rights in relation to your personal data:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restrict processing – you can ask us to limit how we use your data in some cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for your 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 limitations. We will respond to valid requests in accordance with applicable law. If you wish to exercise your rights, we may need to verify your identity before taking action.

9. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by a responsible adult. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

10. Cookies and analytics

If we use a website or digital booking tools, we may use cookies or similar technologies to support functionality, measure performance, and improve user experience. Where required by law, we will obtain consent before placing non-essential cookies. You can manage cookie preferences through your browser settings or relevant site controls.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of our commitment

Man With Van Alperton is committed to using personal data responsibly, securely, and only for legitimate purposes. We collect only what we need, keep it only as long as necessary, and share it only with appropriate processors or where the law requires it. This policy applies to all Man With Van Alperton customers in area. By using our services, you can expect your information to be treated with care, transparency, and respect for your rights.