Privacy Policy - Man And Van Watford

This Privacy Policy explains how Man And Van Watford collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Watford customers in the area, including people who request quotes, book services, receive removals or delivery support, or communicate with us in relation to any service. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Watford provides moving, delivery, collection, and related transport services. In carrying out these services, we may need to process personal data about customers, household members, business contacts, and other individuals connected with a booking. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity information: name, title, and identification details where required.
Contact information: address, email address, telephone number, and other communication details.
Service information: pickup and delivery addresses, item descriptions, service requirements, dates, access details, and special instructions.
Payment information: billing details, transaction records, and payment status. We do not retain unnecessary payment card details where avoidable.
Correspondence and records: messages, quotations, complaints, service notes, and feedback.
Technical information: limited device, browser, and usage data where collected through digital communications or booking tools.

We may also receive data from third parties such as a person making a booking on behalf of someone else, landlords, letting agents, business clients, or referral partners, where that information is needed to deliver the service.

3. How We Use Personal Data

We use personal data only for legitimate business and legal purposes, including to:

respond to enquiries and provide quotes;
manage bookings and carry out removals or delivery services;
communicate about changes, scheduling, or service requirements;
issue invoices, process payments, and maintain financial records;
handle complaints, disputes, and insurance-related matters;
maintain service quality, safety, and operational records;
comply with legal, tax, accounting, and regulatory obligations;
prevent fraud, misuse, or unauthorised access to our systems or services.

We do not use personal data for unrelated purposes unless we have a lawful basis to do so and, where required, have informed you appropriately.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Man And Van Watford relies on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out removal or delivery work, and managing billing.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include business administration, improving services, maintaining records, security, and handling customer communications.

Legal Obligation

We process some data to comply with legal obligations, such as accounting, tax, insurance, and record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific processing activities. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us provide and support our services. These third parties act as processors when they process data on our behalf, or as separate controllers where they determine their own purposes. We require appropriate data protection safeguards from all processors.

Examples of processors and other recipients may include:

IT and cloud service providers that host systems, storage, email, or booking tools;
accounting and invoicing providers that help manage financial records;
payment service providers that handle transactions securely;
customer relationship and communication platforms used to manage enquiries and bookings;
professional advisers such as accountants, insurers, legal advisers, or compliance consultants;
public authorities where disclosure is required by law or to protect rights and safety.

We do not sell personal data. We only disclose what is necessary for the relevant purpose and only where appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up queries and business records.
Booking, invoice, and payment records are usually retained for the period required by law and for legitimate accounting purposes.
Complaints, claims, or dispute-related records may be kept longer where needed to establish, exercise, or defend legal claims.

When personal data is no longer needed, we will delete it securely or anonymise it where appropriate. We apply retention practices designed to minimise unnecessary storage and reduce data risk.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain appropriate protection levels.

8. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure it receives an adequate level of protection. This may involve using approved safeguards such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. Your Rights

Depending on the circumstances and legal basis for processing, you may have the following rights under data protection law:

Right of access to request a copy of your personal data;
Right to rectification to correct inaccurate or incomplete data;
Right to erasure in certain situations, sometimes called the right to be forgotten;
Right to restriction of processing where limited use of your data is appropriate;
Right to object to processing based on legitimate interests or direct marketing;
Right to data portability for data processed based on consent or contract in a structured, commonly used format;
Right to withdraw consent where processing is based on consent;
Right to complain to the Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. Some rights may not apply in all cases, especially where we must keep data for legal or contractual reasons.

10. Children's Data

Our services are generally intended for adults arranging removals, deliveries, or related transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service booking and handled lawfully. If we become aware that we have collected data from a child without an appropriate legal basis, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most recent version will apply to your relationship with Man And Van Watford. We encourage you to review this policy periodically so you remain informed about how we process personal data.

12. Summary of Our Privacy Commitments

Man And Van Watford only collects data needed to provide services, comply with legal duties, and run our business responsibly. We use lawful bases under UK GDPR, retain data only as long as necessary, work with vetted processors, and respect your data rights. This policy applies to all Man And Van Watford customers in the area, and we are committed to treating your information with care, transparency, and respect.