Privacy Policy - Man With Van Colyers

Man With Van Colyers is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man With Van Colyers customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our business.

This policy is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It explains what data we collect, the lawful bases we rely on, how long we keep information, which third parties may process data on our behalf, and what rights you have in relation to your personal information.

1. Who We Are

Man With Van Colyers provides moving, delivery, transport, and related service arrangements for customers in the local area. In the context of data protection law, we are the data controller for the personal data we collect and use for our own business purposes. This means we determine why and how your personal data is processed.

We take our responsibilities seriously and only process personal data where it is necessary, proportionate, and lawful. We also aim to keep data accurate, secure, and up to date.

2. Personal Data We Collect

We may collect different categories of personal data depending on how you interact with us. The information we collect may include:

Identity details such as your name and title.
Contact details such as address, phone number, and email address.
Service details including collection and delivery addresses, access notes, item descriptions, and booking preferences.
Payment and billing information where required to arrange payment or issue invoices.
Communication records such as messages, call notes, complaints, and feedback.
Operational information related to planning, scheduling, route management, and service delivery.
Technical information if you contact us electronically, such as limited device or usage data captured by our systems.

We generally do not seek to collect special category data, such as information about health, religion, political opinions, or biometric data. If such information is voluntarily provided and is necessary for a service request, we will only process it where a valid legal basis applies and additional safeguards are in place.

3. How We Use Your Data

We use personal data only for legitimate business and service-related purposes. These may include:

Providing quotes and responding to enquiries.
Managing bookings and confirming service arrangements.
Carrying out moving, delivery, and related services.
Communicating with you about your booking, schedule, or service changes.
Processing payments, issuing invoices, and managing records.
Handling complaints, disputes, or claims.
Meeting legal, accounting, tax, and regulatory obligations.
Improving our operations, service quality, and customer experience.
Preventing fraud, misuse, and unauthorized access to our systems.

We only use personal data in ways that are compatible with the purpose for which it was collected, unless we have a lawful reason to use it for another related purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each processing activity. Man With Van Colyers may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, arranging collection and delivery, and delivering the services you have requested.

Legal Obligation

We may process and retain certain information to comply with legal obligations, such as tax laws, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing our business efficiently, maintaining service records, monitoring quality, and preventing fraud or abuse. Where we rely on legitimate interests, we consider whether the processing is necessary and whether it is balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where you ask us to store information beyond what is necessary for a specific booking or where the law requires consent for a particular activity. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Data Sharing and Processors

We may share personal data with carefully selected processors and service providers who assist us in running our business. These third parties only process data on our instructions and are required to keep it secure and confidential.

Examples of processors may include:

IT and hosting providers that support our email, storage, or booking systems.
Accounting and invoicing services used for financial administration.
Payment processors that handle card or electronic payments securely.
Communication providers that help us send messages or manage customer enquiries.
Operational support suppliers who assist with route planning, logistics, or scheduling.

We may also disclose personal data where required by law, court order, government request, or to protect our rights, property, staff, customers, or the public.

We do not sell your personal data. If personal information is transferred outside the UK, we will ensure appropriate safeguards are in place so that your data remains protected to a standard required by law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and why it was collected.

In general:

Quote and enquiry records may be kept for a limited period to manage follow-up or future requests.
Booking, service, and invoice records may be retained for longer where required for accounting or tax purposes.
Complaint or dispute records may be held until the issue is resolved and any related legal limitation period has expired.
Technical and security records may be retained for a shorter period unless needed for investigation or legal compliance.

When information is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

7. Data Security

We use appropriate technical and organizational measures to protect personal data from loss, misuse, unauthorized access, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and careful supplier selection.

No system is completely secure, but we work to reduce risks and review our practices regularly. If a personal data breach occurs and is likely to pose a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

8. Your Rights

Under data protection law, you have important rights regarding your personal data. Subject to legal conditions and exemptions, 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 data.
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 data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to raise a concern with the UK data protection supervisory authority if you believe your data protection rights have been breached. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and collected with appropriate care and lawful basis.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Man With Van Colyers respects your privacy and handles personal data in a lawful, fair, and transparent manner. We only collect information that is necessary to provide and manage our services, we keep it for no longer than needed, and we use trusted processors where required. You remain in control of your data through the rights set out above, and we are committed to responding to your requests in a timely and respectful way.

By using our services, requesting a quote, or communicating with Man With Van Colyers, you acknowledge that this Privacy Policy applies to you as a customer in the area.