Privacy Policy - Man With Van Mileend

Man With Van Mileend 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 in connection with our moving and transport services. It applies to all Man With Van Mileend customers in the area, including prospective customers, current customers, and people who contact us about a service.

1. Who we are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man With Van Mileend is the data controller for the personal data described in this policy. This means we decide how and why your data is used when you request, book, or receive our services.

2. Information we collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, and meeting legal obligations. Depending on your interaction with us, we may collect the following:

Identity details such as your name and title.
Contact details such as telephone number and email address.
Service details such as pickup and delivery addresses, moving dates, item descriptions, access information, and special handling instructions.
Payment information such as billing details and transaction records. We do not store full card details where a third-party payment provider processes the payment.
Communication records including messages, enquiries, complaints, and notes relating to your booking.
Technical information such as basic website or device data if you contact us online, including IP address, browser type, and session activity where applicable.
Proof or verification data where needed for fraud prevention, insurance, or legal compliance.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it yourself, or unless another lawful basis applies. If such data is supplied, we treat it with enhanced care and limit its use to the purpose for which it was provided.

3. How we use your data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving services.
To communicate with you about your service, timing, access, and any changes.
To handle payments, invoices, refunds, and account administration.
To record service history and manage customer support requests.
To maintain business records and comply with tax, accounting, insurance, and legal requirements.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.
To improve service quality, training, and operational planning.

We will only use your personal data where we have a valid legal reason to do so.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis before processing your personal data. We rely on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you, such as preparing a quote, confirming a booking, completing a move, or managing payment.

Legal obligation

We process some data to comply with legal and regulatory duties, including accounting, tax records, insurance requirements, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. This includes service improvement, fraud prevention, internal administration, and record keeping. We always assess whether the impact on your privacy is proportionate.

Consent

In limited cases, we may rely on your consent, for example if you agree to receive certain marketing communications or if we need to process optional information for a specific purpose. Where consent is used, you may withdraw it at any time.

5. How we share personal data

We do not sell personal data. However, we may share it when necessary and only on a need-to-know basis with trusted processors and service providers who help us run our business. These parties act on our instructions and must keep your data secure and confidential.

Examples of processors may include:

Payment processing providers.
Booking, scheduling, or customer management systems.
IT hosting, cloud storage, and email service providers.
Accountants, auditors, or professional advisers.
Insurance providers or claims handlers.
Legal and regulatory advisers where required.

We may also share data with third parties where required by law, to enforce our terms, to protect rights and safety, or in connection with a business restructuring, provided appropriate safeguards are in place.

6. International transfers

If any processor stores or processes data outside the UK, we ensure suitable safeguards are used, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms. These protections are intended to keep your data secure and uphold your rights.

7. Data retention

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

Booking and service records are typically kept for a period necessary to manage service history and resolve disputes.
Financial and invoicing records are retained for the period required by tax and accounting law.
Customer communication records may be kept for a reasonable time to support service administration and complaint handling.
Data no longer needed is securely deleted or anonymised.

We review retention regularly and ensure that information is not kept longer than necessary. Where data must be preserved due to a legal claim or investigation, we will restrict access and retain it only for that purpose.

8. Data security

We use appropriate technical and organisational measures to protect your personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limiting access to those who genuinely need it.

Although we work hard to safeguard information, no system is completely risk-free. If a data breach occurs and it is likely to result in a high risk to your rights and freedoms, we will take the steps required by law, which may include notifying you and the relevant supervisory authority.

9. Your rights

Under GDPR, you have important rights in relation to your personal data. These rights are not absolute and may be subject to legal limits, but we will always assess your request carefully and respond in line with the law.

Right of access – You can ask for 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 can ask us to delete your data in certain circumstances.
Right to restriction – You can ask us to limit how we use your data in certain situations.
Right to object – You can object to processing based on legitimate interests or direct marketing.
Right to data portability – You can ask for certain data to be provided in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – If we rely on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request. We aim to respond without undue delay and within the time required by law.

10. Marketing choices

If you receive marketing communications from us, you can opt out at any time. We will stop sending direct marketing once you object or withdraw consent, as applicable. Even if you opt out of marketing, we may still send service-related messages that are necessary to fulfil a booking or meet legal obligations.

11. Children’s data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidental to a customer request and necessary for service delivery or legal compliance. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how we protect their information.

13. Questions and complaints

If you have questions about how your data is handled, or if you wish to exercise your rights, we will handle your request in a fair and timely manner. You also have the right to raise concerns with the relevant data protection authority if you believe your personal data has been mishandled.

Summary: Man With Van Mileend processes customer data lawfully, securely, and only as needed for services, records, compliance, and rights.