Privacy Policy - Man And A Van Sutton

This Privacy Policy explains how Man And A Van Sutton collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man And A Van Sutton customers in the area, including individuals, households, landlords, tenants, students, and business clients who request or receive services.

1. Who We Are

Man And A Van Sutton is a moving and transport service provider that handles personal information in the course of arranging quotations, booking services, carrying out removals, and managing customer support. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We collect only the information necessary to provide our services effectively and securely. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details such as pickup and delivery addresses, property access notes, inventory lists, preferred dates, and job instructions.
Payment information such as billing details and transaction records.
Communication records including emails, messages, and notes from calls or booking discussions.
Technical and usage data if you interact with online forms or digital booking tools, such as device information and basic analytics data.
Special instructions you provide relating to fragile items, building access, parking, or safety requirements.

We do not intentionally collect excessive information. Where you choose to provide additional details, we will only use them for the purpose they were supplied.

3. How We Use Personal Data

We use personal data to operate our business and deliver services to customers. This includes:

Providing quotes and confirming bookings.
Planning and carrying out removals, deliveries, and related jobs.
Communicating about schedules, access requirements, and service changes.
Processing invoices, payments, refunds, and account records.
Handling complaints, claims, and customer support requests.
Meeting legal, tax, accounting, and insurance obligations.
Improving service quality, logistics, and customer experience.
Protecting against fraud, misuse, and security risks.

We will not use your personal data for unrelated purposes unless permitted by law or with your consent.

4. Lawful Basis for Processing

We process personal data only where a lawful basis applies under GDPR. Depending on the context, our lawful bases may include:

Contract - to take steps at your request before entering into a contract and to perform our agreement with you.
Legal obligation - to comply with tax, accounting, regulatory, and other legal requirements.
Legitimate interests - to manage and improve our services, communicate with customers, maintain records, and protect our business, provided these interests are not overridden by your rights and freedoms.
Consent - where we rely on your permission for specific optional uses, such as certain marketing communications, if applicable.

Where we rely on legitimate interests, we balance our interests against your privacy rights. Where we rely on consent, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties only when necessary to deliver services or operate our business. These third parties act as processors or independent controllers depending on the circumstances.

Processors may include:

Payment processing providers.
IT and cloud storage providers.
Customer communication and email service providers.
Accounting and bookkeeping services.
Administrative or booking support services.
Insurance or claims handling partners, where relevant.

We require processors to handle personal data securely, use it only on our instructions, and comply with applicable data protection laws. We do not sell personal data.

We may also disclose data where necessary to law enforcement, courts, regulators, insurers, or other authorities when required by law or to defend legal claims.

6. Data Retention

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

Booking and service records are kept for the period needed to manage the service and any follow-up issues.
Financial and tax records are retained for the legally required period.
Complaints and claims records are kept for as long as needed to resolve disputes and protect legal rights.
Communication records are kept only as long as necessary for operational and support purposes.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

While we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information needed to arrange and complete the service.

8. Your Rights

Under data protection law, you have rights over your personal data. Subject to legal limits, these rights 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 information.
Right to erasure - to request deletion of your 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 request your data in a commonly used format in certain cases.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you should provide enough information to identify the data concerned and the request you wish to make. We may need to verify your identity before responding. We will respond within the time limits required by law.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary and provided by a parent, guardian, or authorised adult in connection with a household move or related service.

10. International Transfers

If personal data is transferred outside the UK or EEA, we will ensure appropriate safeguards are in place so that the data remains protected in line with applicable data protection requirements.

11. Changes to This Privacy 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 updated version will apply from the date it becomes effective. We recommend reviewing this policy periodically to stay informed.

12. Summary of Our Commitment

Man And A Van Sutton is committed to respecting your privacy and protecting your personal data. We only collect what we need, use it for clear and lawful purposes, share it responsibly with trusted processors, retain it for limited periods, and support your rights under GDPR. Our aim is to provide reliable moving services while treating your information with care, security, and transparency.