Privacy Policy - Man With Van Edgware

Last updated: June 2026

This Privacy Policy explains how Man With Van Edgware collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Edgware customers in the area, including individuals who enquire about, book, or receive our removal, delivery, loading, unloading, or related van services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Edgware provides local moving and transport services for residential and business customers. In this policy, references to “we,” “us,” and “our” mean Man With Van Edgware as the data controller responsible for deciding how and why your personal data is processed.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any relevant identifiers you provide.
Contact data: address, email address, telephone number, and collection or delivery location details.
Service data: booking details, service preferences, move dates, property access notes, inventory information, and special handling requirements.
Payment data: payment status, transaction references, and limited billing details where needed for accounting and administration.
Communication data: messages, call notes, complaints, feedback, and correspondence.
Technical data: basic online or device information where you interact with us digitally, such as IP address, browser type, and usage logs, if applicable.
Operational data: notes needed to plan, provide, and complete a move, including health or access information that you voluntarily share to support safe service delivery.

We do not seek to collect more information than is necessary. If you provide information about another person, you should ensure you have authority to do so and that they understand how their data may be used.

3. How We Use Your Data

We use personal data to:

respond to enquiries and provide quotations;
manage bookings and deliver moving services;
contact you about your service, schedule, or any changes;
take payment, issue invoices, and maintain financial records;
manage complaints, disputes, and service recovery;
improve our operations, training, and customer service;
comply with legal and regulatory obligations;
protect against fraud, misuse, or unlawful activity;
maintain business records and demonstrate accountability.

We use only the information needed for the purpose in question and keep access limited to people who need it to carry out their work.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the situation, our lawful bases may include:

4.1 Contract

We process data where it is necessary to enter into or perform a contract with you, such as arranging a quote, confirming a booking, completing your move, and handling payment.

4.2 Legal Obligation

We may process information where required by law, including tax, accounting, record-keeping, insurance, or dispute-related obligations.

4.3 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include service administration, customer support, business improvement, security, and fraud prevention.

4.4 Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide certain optional information or agree to a particular form of communication. You can withdraw consent at any time where consent is the basis relied upon.

4.5 Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as where urgent safety considerations arise during a service.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who support our business operations. These parties act as processors or, in some cases, separate controllers. We only share the minimum information necessary and require appropriate data protection safeguards.

Processors may include:

Payment service providers for handling card or transfer transactions;
Accounting and bookkeeping providers for financial administration;
IT, hosting, and system providers for secure data storage, communication, or business software;
Customer management tools used for bookings and service administration;
Professional advisers such as insurers, lawyers, or auditors when necessary;
Public authorities where disclosure is required by law or necessary to protect rights or safety.

All processors are expected to handle personal data securely, only for the purposes we instruct, and in accordance with data protection law. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance, or dispute-resolution requirements. Retention periods depend on the type of data and the reason for processing.

As a general rule:

booking and service records are retained for a period necessary to manage the service and resolve any follow-up issues;
financial and accounting records are retained for the period required by law;
complaints, claims, and related correspondence may be retained for as long as needed to defend or establish legal rights;
where data is no longer required, it is securely deleted, anonymised, or destroyed.

We review retention needs periodically to ensure we do not keep data longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting data access to authorised personnel only. While no system can be guaranteed completely secure, we work to protect data to a standard appropriate to the risks involved.

8. International Transfers

If any processor or service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms, as required by applicable law.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to obtain a copy of the personal data we hold about you;
Right to rectification to correct inaccurate or incomplete data;
Right to erasure in certain circumstances, sometimes called the right to be forgotten;
Right to restriction to limit how we use your data in specific situations;
Right to object to processing based on legitimate interests or direct marketing;
Right to data portability where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent where we rely on consent;
Right not to be subject to automated decision-making where this applies.

These rights are not absolute and may be subject to legal conditions or exemptions. If you exercise a right, we may need to verify your identity before responding.

10. Marketing

We do not send unnecessary marketing messages. Where marketing is permitted, you may opt out at any time. If you ask us to stop marketing communications, we will respect your preference in line with legal requirements.

11. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary and lawful in the context of a service arrangement and provided by an appropriate adult.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, practice, or our services. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

13. Summary of Key Commitments

We collect only the data needed to provide and manage our services.
We process data on lawful bases including contract, legal obligation, legitimate interests, consent, and vital interests where appropriate.
We share data only with trusted processors and relevant authorities when necessary.
We keep data only as long as needed and dispose of it securely when no longer required.
We respect your rights and aim to handle all requests fairly and transparently.

By using our services, enquiring about our services, or providing us with your information, you acknowledge that this Privacy Policy applies to you as a customer of Man With Van Edgware in the area.