Privacy Policy - Man With Van Tokyngton

This Privacy Policy explains how Man With Van Tokyngton collects, uses, stores, shares, and protects personal data in connection with our removal, delivery, packing, and related transport services. It applies to all Man With Van Tokyngton customers in area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is necessary to provide our services, manage bookings, communicate with customers, and meet legal and operational obligations.

1. Data We Collect

We may collect personal data directly from you, from third parties involved in arranging your move, or automatically when you communicate with us. The categories of data we may process include:

Identity information: your name, title, and, where relevant, company or business name.
Contact information: your address, email address, telephone number, and any alternative contact details you provide.
Service details: information about the property, pickup and delivery locations, access restrictions, inventory, dates, times, and special handling requirements.
Payment information: records of payments, invoices, receipts, and transaction references. We do not intentionally store full card details where payment is processed by a third-party provider.
Communication records: emails, text messages, call notes, booking confirmations, complaints, and service-related correspondence.
Technical data: limited information such as device or browser details, IP address, or cookie-related information if you interact with our digital systems.
Operational data: details collected during service delivery, including parking arrangements, property access notes, and photographs taken for evidence of condition, completion, or dispute resolution where appropriate.

We do not seek to collect special category personal data unless it is necessary and you choose to provide it, for example if it is relevant to access needs or service safety. Where such data is provided, we will only process it where a valid legal basis exists and additional safeguards are in place.

2. How We Use Personal Data

We use personal data only where permitted by law and only for purposes connected to our services. These purposes include:

preparing quotations and confirming bookings;
planning, managing, and delivering removal or transport services;
communicating with you before, during, and after the service;
handling payments, invoices, refunds, and accounting tasks;
protecting against fraud, misuse, or safety risks;
responding to enquiries, complaints, claims, and disputes;
meeting legal, tax, insurance, and regulatory obligations;
improving our services, operations, and customer experience;
maintaining internal records and service history.

We only use your data for the purposes for which it was collected unless we reasonably consider that another compatible purpose applies.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, completing removals, and managing payment or service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided that your rights and interests do not override those interests. This may include managing operations, improving services, preventing fraud, maintaining security, and defending legal claims. When relying on legitimate interests, we balance our needs against your privacy rights.

Legal Obligation

We process certain information where required to comply with legal obligations, such as tax law, accounting rules, insurance requirements, employment obligations, or lawful requests from public authorities.

Consent

Where required, we will rely on your consent. This may apply in limited cases, such as optional marketing communications or the processing of special category data that you voluntarily provide. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These third parties act either as independent controllers or as processors acting on our instructions. We only use processors that provide appropriate safeguards and contractually commit to protecting your data.

Examples of processors or service providers may include:

Payment processors: to handle secure card or online transactions.
Accounting and bookkeeping providers: to support invoicing, tax, and financial record keeping.
IT and hosting providers: to store data securely and maintain systems used for bookings and communications.
Customer communication tools: to send service messages, confirmations, and updates.
Insurance or claims handlers: where required to manage incidents, damage claims, or liability matters.
Subcontractors or operational partners: where necessary to perform the service you requested, subject to confidentiality and data protection controls.

We may also disclose information to law enforcement, regulators, courts, or other authorities where legally required or where disclosure is necessary to protect our rights, property, staff, or customers.

5. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to keep your data protected to UK GDPR standards.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Booking and service records are generally retained for a reasonable period after completion of the service.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaints, claims, and dispute records may be retained longer where necessary to establish, exercise, or defend legal rights.
Where data is no longer needed, it will be securely deleted, anonymised, or archived in line with our retention practices.

We regularly review the data we hold to ensure it is not kept longer than necessary.

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 limited access on a need-to-know basis. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risks and respond promptly to any suspected breach.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances.

Right of access: you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data in certain situations.
Right to restriction: you may ask us to limit processing in some cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request 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.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by applicable law.

9. Marketing Preferences

We do not send unnecessary marketing communications. If we do send optional marketing, it will be based on your consent or another lawful basis where permitted. You can opt out of marketing at any time, and we will respect your preferences.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing a service requested by an adult customer. If we learn that we have collected information from a child without appropriate authority, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how your data is used.

12. Summary of Your Privacy Commitments

In summary, Man With Van Tokyngton processes personal data only as needed to provide moving and related services, to operate lawfully, and to protect both customers and our business. We use appropriate legal bases, retain data only for necessary periods, work with vetted processors, and respect your rights under data protection law. This policy applies to all Man With Van Tokyngton customers in area and is intended to provide a clear and transparent explanation of our privacy practices.