Privacy Policy - Man With Van North Ockendon

This Privacy Policy explains how Man With Van North Ockendon collects, uses, stores, shares, and protects personal data. It applies to all Man With Van North Ockendon customers in the area, including individuals and businesses who enquire about, book, or use our moving, delivery, loading, unloading, packing, and related services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who interacts with our services in the North Ockendon area, whether as a customer, prospective customer, business representative, or another person whose data is provided to us in connection with a service request. It also applies where data is shared with us by someone arranging a service on behalf of another person.

2. Information We Collect

We only collect personal data that is necessary for legitimate business and legal purposes. The types of information we may collect include:

Identity details such as name and title
Contact details such as telephone number, email address, and address
Service information such as pick-up and delivery locations, moving dates, item lists, and access details
Billing and payment information needed to process invoices, payments, or refunds
Communication records including emails, messages, notes from phone calls, and service-related correspondence
Business details where relevant, such as company name and job instructions
Technical data such as IP address, browser type, and device information if collected through our digital systems
Security information such as CCTV images, vehicle records, or site access logs where applicable and lawful

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such information is provided to us, we will handle it with extra care and only where there is a valid legal basis.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries
To manage bookings and carry out moving services
To communicate about schedules, access, delays, or service updates
To issue invoices, process payments, and maintain financial records
To record service history and handle customer requests
To meet legal, tax, accounting, and insurance obligations
To prevent fraud, misuse, or unauthorised access
To improve our services, operations, and customer experience

We ensure that personal data is used only for the purpose for which it was collected, or for a compatible purpose where permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, completing removals, and handling payment-related steps.

Legal Obligation

We may process data when needed to comply with legal requirements, such as tax records, accounting obligations, insurance claims, and regulatory duties.

Legitimate Interests

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

Consent

In limited cases, we may rely on your consent. Where consent is used, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in most service situations, but if they do, we will only use them where permitted by law.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties, known as processors, only when necessary to support our services or comply with legal obligations. These processors act on our instructions and are required to protect your data appropriately.

Examples of processors and recipients may include:

Payment providers that handle card or electronic payments
Accounting and bookkeeping services that support our financial records
IT and cloud service providers that store or secure operational data
Email and communication platforms used to manage customer correspondence
Insurance providers or claims handlers where a relevant incident occurs
Legal or professional advisers where advice is required
Regulators, law enforcement, or public authorities where disclosure is required by law

We do not sell personal data. We only disclose information when there is a valid reason to do so and only to the extent necessary.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place so your personal data remains protected to the standard required by data protection law. These safeguards may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, tax, insurance, and reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Customer and booking records are kept for the duration needed to manage the service and any follow-up issues
Financial and tax records are retained for the period required by law
Communication records are kept for a reasonable period to resolve queries and maintain service history
Claims or dispute-related records may be retained longer where necessary

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures are designed to reflect the nature of the information we process and the risks involved. Although no system can be guaranteed to be completely secure, we work to maintain a high standard of protection.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to obtain a copy of the personal data we hold about you
Right to rectification to correct inaccurate or incomplete information
Right to erasure in certain circumstances, also known as the right to be forgotten
Right to restriction of processing in certain cases
Right to data portability where processing is based on consent or contract and carried out by automated means
Right to object to processing based on legitimate interests or direct marketing
Right to withdraw consent where consent is the lawful basis

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns so we can address them promptly, but you are not required to do so before contacting the ICO.

10. Marketing Communications

We may send service-related messages where necessary to manage bookings or provide updates. We will only send marketing communications where permitted by law. If you object to receiving marketing or withdraw consent, we will stop sending such communications where required.

11. Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects on individuals. If this changes, we will update this policy and explain the logic involved, as well as the significance and consequences of such processing.

12. Children’s Data

Our services are not aimed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in connection with a family move or similar arrangement. In such cases, we will only process the data when lawful and necessary.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your information.

14. Summary of Our Commitments

Man With Van North Ockendon is committed to responsible and transparent data handling. We collect only what we need, use it fairly, protect it carefully, retain it for appropriate periods, and respect your rights. This policy applies to all Man With Van North Ockendon customers in area and forms part of our commitment to lawful, secure, and respectful data processing.