Privacy Policy - Man With Van Isleofdogs

This Privacy Policy explains how Man With Van Isleofdogs collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With Van Isleofdogs customers in the area, including individuals and businesses that request quotations, make bookings, receive services, or communicate with us in connection with our work.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to process personal information fairly, lawfully, transparently, and only for clearly defined purposes.

1. Information We Collect

We collect only the information needed to provide our services, manage our business, and meet legal obligations. The type of information we may collect includes:

Identity details such as name, title, and the name of a business or organisation where relevant.
Contact details such as telephone number, email address, and service address.
Booking and service details such as move dates, pickup and delivery locations, item descriptions, access notes, and service instructions.
Payment information such as payment status, billing records, and transaction references. We do not intentionally store full card details unless required by a secure payment provider.
Communications such as enquiries, complaints, feedback, and records of correspondence.
Technical information where applicable, such as basic website usage data, device information, cookies, and similar analytics data.
Special category data only where it is provided voluntarily and strictly necessary for the service, for example accessibility needs or health-related access requirements. We do not actively seek such information unless it is needed to carry out the work safely and properly.

We do not collect more data than is necessary. Where possible, we minimise the amount of personal information collected at every stage.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver moving or transport services.
To communicate with customers about service arrangements, timing, access, or changes.
To process payments, issue invoices, and manage account records.
To respond to enquiries, complaints, or requests for support.
To improve our operations, service quality, planning, and customer experience.
To maintain business records and evidence of work completed.
To comply with legal, tax, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.

We will not use personal data for unrelated purposes without informing you where required by law.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases include:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking steps at your request before a booking is confirmed, providing the agreed service, and managing related administration.

Legal Obligation

We process certain information where required to meet legal obligations, such as accounting, tax record keeping, insurance compliance, or responding to lawful requests from authorities.

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 operations, maintaining records, improving services, handling internal administration, and protecting against fraud or misuse.

Consent

Where consent is required, we will obtain it clearly and separately. For example, this may apply to certain optional marketing communications or specific processing activities. You may withdraw consent at any time where processing relies on consent.

For special category data, if processed at all, we will only do so where an additional condition under data protection law is met, such as your explicit consent or another applicable legal ground.

4. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These organisations act as data processors or independent controllers, depending on the service they provide.

Processors may include:

Payment providers that handle secure card or online transactions.
Accounting and bookkeeping providers that support invoicing, tax, and record management.
IT, cloud storage, and software providers that host or manage booking, communications, or business systems.
Vehicle, logistics, or scheduling software providers used to organise work efficiently.
Insurance providers where information is needed to assess or manage claims.
Professional advisers such as lawyers, accountants, or auditors.

We require processors to handle personal data securely, only on our instructions, and in accordance with applicable data protection law. We do not sell personal data.

We may also disclose information where necessary to comply with the law, enforce our terms, protect rights, or respond to legitimate requests from public authorities. If data is transferred outside the UK, we will ensure appropriate safeguards are in place.

5. Data Retention

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

In general:

Quotation and booking records may be kept for a reasonable business period to support administration and customer service.
Invoices, payment records, and tax-related documents are retained for the period required by law.
Complaint and correspondence records may be retained for as long as needed to resolve disputes or demonstrate compliance.
Where data is no longer needed, it will be securely deleted or anonymised.

We review retention needs regularly and aim to avoid keeping personal information longer than necessary.

6. Your Rights

Under data protection law, you may have the following rights in relation to 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 circumstances.
Right to restrict processing – 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 processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in line with applicable law.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will not charge a fee unless a request is manifestly unfounded or excessive, in which case a reasonable fee may be charged or the request may be refused as permitted by law.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff or contractor confidentiality obligations.

Although no system can be guaranteed completely secure, we work to reduce risks and to handle data responsibly at all times. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

8. Cookies and Similar Technologies

Where we use a website or digital tools, we may use cookies or similar technologies to improve functionality, analyse usage, and support basic security. Where required, we will provide information about these technologies and obtain consent for non-essential cookies.

9. Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will take appropriate steps to delete it unless we are required to retain it by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The most current version will apply from the date it is published or otherwise made available. We encourage customers to review it periodically.

11. Summary of Our Commitment

Man With Van Isleofdogs is committed to respecting privacy, safeguarding personal data, and using information only when necessary to deliver services, comply with the law, and operate responsibly. We process personal data transparently, retain it only as long as needed, and apply safeguards to protect it.

This policy applies to all customers in the area who use our services, make enquiries, or otherwise provide us with personal information in connection with our business.