Privacy Policy - Man With Van Pratts Bottom

This Privacy Policy explains how Man With Van Pratts Bottom collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With Van Pratts Bottom customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our team. 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.

1. Who We Are

Man With Van Pratts Bottom acts as a data controller for the personal data processed in connection with our services. This means we determine the purposes and means of processing personal information collected from customers, prospective customers, suppliers, and other individuals who interact with us. We only collect and use data that is necessary, relevant, and proportionate to the services we provide.

2. Data We Collect

We may collect different types of personal data depending on how you interact with us. This can include:

Identity data: your name, and where relevant, the name of a business or organisation.
Contact data: phone number, email address, and service address or collection and delivery locations.
Booking and service data: details of your move, items to be transported, access information, preferred dates, and special instructions.
Payment data: payment status, invoice details, and transaction records. We do not store more payment information than is necessary for processing and accounting purposes.
Communication data: information contained in emails, messages, calls, or other correspondence with us.
Technical and usage data: limited information about how you interact with our systems, if applicable, such as time of enquiry or booking request.
Feedback and complaint data: reviews, complaints, disputes, and records of resolutions.

We do not intentionally collect special category data unless you choose to provide it and it is required for a specific service request, such as accessibility needs. Where such data is provided, it is handled with extra care and only where a lawful basis exists.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, confirm bookings, and deliver removal services;
to communicate about schedules, access arrangements, and service updates;
to manage payments, invoices, and records;
to respond to enquiries, complaints, and requests;
to improve our operations, customer experience, and service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to establish, exercise, or defend legal claims where necessary.

We will not use your personal data for purposes that are incompatible with the original reason it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, managing bookings, carrying out removals, and handling payments.

Legal Obligation

We may process data where required to comply with legal duties, including accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, such as improving service delivery, preventing fraud, managing customer communications, and defending claims. Where we rely on legitimate interests, we ensure that our interests do not override your rights and freedoms.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive specific communications. You can withdraw consent at any time where consent is the lawful basis used.

5. How We Share Data and Processors

We may share personal data only where necessary and on a need-to-know basis. This may include trusted third parties that assist us in operating our business. These third parties act as processors when they handle personal data on our behalf and under our instructions.

Examples of processors may include:

IT and cloud service providers;
accounting and bookkeeping services;
payment service providers;
email, messaging, or customer administration tools;
professional advisers, such as insurers, lawyers, or auditors, where applicable.

Where we use processors, we ensure appropriate data processing terms are in place so that your data is protected and used only for the specified purpose. We do not sell personal data. We may also disclose data to public authorities or other third parties where required by law or where necessary to protect our legal rights.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason it is held.

Customer and booking records: retained for a period appropriate to service administration and dispute handling.
Financial and tax records: retained for the period required by law.
Correspondence and complaint records: retained as long as needed to resolve issues and support business records.
Consent-based records: retained until consent is withdrawn or no longer required.

When data is no longer needed, we will securely delete, anonymise, or destroy it. We review retention needs regularly to ensure data is not kept longer than necessary.

7. Data Security

We use reasonable technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and limiting access to personal data to those who need it for legitimate business purposes.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a data incident occurs that is likely to pose a risk to your rights and freedoms, we will respond in accordance with applicable law.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will take appropriate steps to ensure adequate protection in line with applicable data protection requirements. This may include using standard contractual protections or relying on other approved safeguards where necessary.

9. Your Rights

You have rights over your personal data under UK GDPR. Subject to conditions and exemptions, these may include:

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 request deletion of data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive 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.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data rights have been infringed. Before doing so, we encourage you to raise any concerns with us so we can try to resolve the matter directly.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is unavoidably included in service-related communications and only to the extent necessary.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how personal data is protected.

12. Summary of Our Commitment

Man With Van Pratts Bottom respects your privacy and is committed to responsible data handling. We collect only the information needed to deliver our services, rely on lawful bases for processing, work with trusted processors under appropriate safeguards, and retain data only for as long as necessary. Your rights matter, and we are committed to supporting them in a clear and lawful way.