Privacy Policy - Man With Van Sutton

This Privacy Policy explains how Man With Van Sutton collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Sutton customers in the area, including anyone who requests a quote, makes a booking, uses our moving services, or communicates with us in connection with those services. 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. Personal data we collect

We collect only the information needed to provide our services, manage bookings, and meet our legal obligations. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery addresses, moving dates, inventory details, and access requirements.
Payment information such as payment status, transaction references, and billing records.
Communication records such as emails, messages, booking notes, and complaint correspondence.
Technical information if you visit any digital service we use, such as IP address, browser type, and device information.

We do not deliberately collect special category personal data unless it is necessary, lawful, and provided by you for a specific reason. If such information is ever supplied, it will be handled with additional care and only where a valid legal basis exists.

2. How we use your personal data

We use personal data to operate our business and provide reliable moving services. This includes:

preparing quotes and estimates;
confirming and managing bookings;
planning and carrying out removals and transport services;
handling customer service requests and feedback;
processing payments and maintaining business records;
meeting legal, accounting, and tax obligations;
preventing fraud, misuse, or unauthorized activity;
improving service quality, training, and internal administration.

We only use personal data for the purpose for which it was collected, or for another compatible purpose that is permitted under data protection law. We do not sell personal data.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis before processing personal data. Depending on the situation, we may 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. For example, we need your name, address, and service details to provide a moving service, deliver items to the correct location, and manage your booking.

Legal obligation

We may process data when required to comply with legal duties, such as keeping accounting records, responding to lawful requests, or meeting tax obligations.

Legitimate interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include managing our operations, protecting our business from fraud, improving services, and maintaining accurate records.

Consent

In limited cases, we may rely on your consent. If consent is used, you will be told clearly what it covers and you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

4. Sharing your personal data and processors

We may share personal data with trusted third parties when necessary to deliver our services or meet legal requirements. These parties may act as data processors or independent controllers.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments securely;
IT and hosting providers that support email, record storage, or system maintenance;
Accounting and bookkeeping providers that assist with invoicing and financial records;
Customer management tools used to store booking details and service notes;
Professional advisers such as legal or insurance advisers where needed;
Subcontractors or moving partners where required to complete a service.

Where we use processors, they are required to act only on our instructions, protect the data appropriately, and comply with data protection law. We take steps to ensure any third party we use provides suitable safeguards. If data is shared with an independent controller, that party will be responsible for its own privacy practices.

5. Data retention

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

Booking and service records are kept for the period needed to complete the service and manage any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be kept for as long as needed to resolve disputes, maintain service history, or meet business requirements.
Technical data is kept only for a limited time unless needed for security or legal reasons.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We review retention regularly to avoid keeping information longer than necessary.

6. How we protect your data

We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorized access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and limited sharing on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risks involved.

7. Your rights under data protection law

Depending on the legal basis and circumstances, you may have the following rights regarding your personal data:

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 your data in certain situations.
Right to restriction ??? to ask us to limit how we use your data in certain cases.
Right to object ??? to object to processing based on legitimate interests or direct marketing.
Right to data portability ??? to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent ??? where processing is based on consent.

These rights are not absolute and may be limited by law or by our need to retain data for legitimate reasons. We will respond to requests in accordance with applicable data protection rules.

8. Marketing communications

If we send marketing messages, we will do so only where permitted by law. You may object to marketing at any time. If you opt out, we will stop using your data for that purpose. Service-related messages that are necessary for a booking or ongoing transaction are not marketing messages.

9. International transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your information continues to receive a level of protection consistent with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

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 incidentally provided by an adult customer and necessary for service delivery. If we become aware that data has been collected inappropriately, we will take appropriate steps to address it.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is made effective. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

12. Your responsibility to provide accurate information

To help us provide services efficiently, please ensure that the information you provide is accurate and kept up to date. Incorrect information may affect quotes, booking arrangements, delivery coordination, or service communications.

13. Contact and complaints

If you have concerns about how your personal data is handled, you can raise them through our usual customer communication channels. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

In summary, Man With Van Sutton processes personal data carefully, transparently, and only when there is a lawful reason to do so. We collect the information needed to deliver moving services, retain it only for as long as necessary, use trusted processors where appropriate, and respect your rights under data protection law.