Privacy Policy - Man With Van Goddington

This Privacy Policy explains how Man With Van Goddington collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, packing, loading, unloading, and related services. It applies to all Man With Van Goddington customers in area, including individuals, households, landlords, tenants, businesses, and any other service users who engage us for moving or transport services.

1. Who We Are

Man With Van Goddington acts as a data controller for the personal information processed in connection with our services. This means we determine the purposes and means of processing personal data that is necessary to manage bookings, provide services, handle payments, and meet legal obligations. In some cases, we may also act as a data processor when handling data on behalf of a business customer or another controller, where applicable.

2. Personal Data We Collect

We collect only the personal data that is relevant and necessary for arranging and carrying out our services. Depending on the nature of the booking, this may include:

Identity data such as name, title, and customer reference details.
Contact data such as address, email address, and telephone number.
Booking and service data such as collection and delivery addresses, dates, preferred time slots, property access details, inventory descriptions, and special handling instructions.
Payment and billing data such as payment method, transaction status, invoice details, and records of payments made or due.
Communication data such as messages, call notes, complaints, feedback, and service-related correspondence.
Technical and usage data where relevant, such as limited device or browser information when communications are sent electronically.
Special category data only where a customer voluntarily provides it and it is necessary for a specific service request, for example where access needs or health-related considerations must be taken into account for safe handling. Such data is processed only when strictly necessary and with appropriate safeguards.

We do not intentionally collect more information than is needed for the provision of services. We also do not seek to gather unnecessary sensitive information.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, message, or other channels;
provide information in connection with a move, delivery, or collection;
make a payment or request an invoice;
submit a complaint, claim, or feedback.

We may also receive data from third parties where necessary, such as from landlords, letting agents, business clients, payment providers, or subcontractors involved in the service. In each case, we use the information only for legitimate service-related purposes.

4. Purposes of Processing

We process personal data for the following purposes:

to provide quotations and confirm bookings;
to plan and complete moving, delivery, and transport services;
to communicate with customers about schedules, access, and service updates;
to process payments, refunds, and invoices;
to manage customer relationships and service quality;
to handle complaints, disputes, and insurance matters;
to keep business and financial records;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property;
to establish, exercise, or defend legal claims where necessary.

We will only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

5. Lawful Basis for Processing

Under the UK GDPR and the Data Protection Act 2018, we rely on the following lawful bases for processing personal data:

Performance of a Contract

Most customer data is processed because it is necessary to enter into or perform a contract with you. This includes arranging the service, confirming details, carrying out the move or delivery, and processing payment.

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 service administration, record keeping, fraud prevention, business improvement, customer support, and defending legal claims.

Legal Obligation

We may process and retain certain records where required by law, including accounting, tax, insurance, and regulatory obligations.

Consent

In limited situations, we may rely on your consent, especially where processing involves optional communications or any special category data that is not otherwise necessary for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing and Processors

We may share personal data with trusted third parties who assist in delivering our services. These parties act as processors when they process data on our instructions and are contractually required to protect it. Such processors may include:

Payment processors for taking card or electronic payments;
Accounting and bookkeeping providers for invoicing and financial records;
IT and cloud service providers for secure storage, email, and communication systems;
Scheduling or booking tools used to manage appointments and service operations;
Subcontracted movers or drivers when needed to complete the requested service;
Insurance providers, surveyors, or claims handlers where a claim or incident needs to be managed;
Professional advisers such as legal or tax advisers;
Public authorities where disclosure is required by law.

We do not sell personal data. We only disclose it when necessary for service delivery, legal compliance, or business operations. Any third party handling data on our behalf is required to apply appropriate confidentiality and security measures.

7. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will take steps to ensure that your personal data is protected to a standard that is compatible with UK data protection law. This may include using approved contractual safeguards and appropriate technical measures.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal and operational requirements. Retention periods may vary depending on the type of record:

Booking and customer records are usually retained for as long as needed to complete the service and manage follow-up matters.
Financial and tax records are retained for the period required by law.
Complaints, claims, and dispute records may be retained for longer where needed to resolve the matter or defend a legal claim.
Correspondence may be kept for a reasonable period to support customer service and audit purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We aim to retain only the minimum information necessary for the shortest appropriate time.

9. Data Security

We take 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 regular review of our data handling practices. While no system can be guaranteed to be completely secure, we work to maintain a level of security appropriate to the risk.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you may ask us to delete your data in certain circumstances.
Right to restrict processing – you may request that we limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request that we provide certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and may need to verify your identity before actioning your request.

11. Children

Our services are not intended for children acting independently. We do not knowingly collect personal data from children except where it is provided by an adult customer in connection with a household move or similar service arrangement and only where necessary for the service.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. The latest version will apply to all relevant processing from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Goddington is committed to handling personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear service-related purposes, keep it secure, retain it only as long as necessary, and respect your rights. We believe that responsible data handling is an important part of providing reliable and trustworthy moving and transport services.