Privacy Policy - Man With Van Rush Green

Man With Van Rush Green is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information relating to all Man With Van Rush Green customers in the area, including anyone who enquires about, books, or receives our removal, transport, loading, unloading, and related moving services.

This Privacy Policy is intended to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies whenever we process personal data about our customers, prospective customers, and relevant third parties in connection with our services.

1. Who We Are

For the purposes of data protection law, Man With Van Rush Green acts as the data controller for the personal data described in this policy. This means we determine the purposes and means of processing your personal information when you use our services or interact with us in relation to a booking, quote, enquiry, complaint, or payment.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The categories of personal data we may process include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Booking information such as moving dates, collection and delivery addresses, item lists, access details, and service preferences.
Payment and billing information such as payment status, transaction references, and invoicing records.
Communication records including enquiries, complaints, quotes, messages, and notes from phone calls, emails, or written correspondence.
Service and operational data such as job history, scheduling details, and records of completed services.
Technical data if you interact with us electronically, including IP-related information or device details where relevant for security and system administration.

We generally do not intentionally collect special category data, such as health data, religious beliefs, or biometric information. If you choose to share sensitive information with us, for example to explain access needs or special handling requirements, we will only process it where lawful and necessary for service delivery or compliance with legal duties.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or booking;
communicate with us by phone, email, or message;
provide service instructions or delivery details;
make a payment or request an invoice;
submit a complaint, enquiry, or feedback;
interact with us through third parties who arrange services on your behalf.

We may also receive personal data from third parties where necessary for completing a booking or fulfilling a contract, such as from a landlord, employer, letting agent, property manager, or another person acting on your behalf. In these cases, we will only use the data as needed for the service and in line with applicable law.

4. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan, manage, and complete moving and transport services;
to communicate with you about appointments, access requirements, or changes to the service;
to process payments, issue invoices, and keep financial records;
to handle complaints, disputes, and customer support requests;
to maintain internal records and improve our operations;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or other security risks.

We will only use your personal data for the purpose for which it was collected unless we reasonably believe we need to use it for another compatible purpose. If we need to use your data in a significantly different way, we will explain this to you where required by law.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the circumstances, 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 handling quotations, bookings, moving arrangements, delivery instructions, and payment processing.

Legal obligation

We process certain data where required to comply with legal and regulatory obligations, including tax records, accounting requirements, and lawful business record keeping.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests do not override your rights and freedoms. This may include customer service, service administration, fraud prevention, business improvement, and defending legal claims.

Consent

In limited cases, we may rely on your consent, particularly for optional communications or where special category data is involved and no other lawful basis applies. Where we rely on consent, you may withdraw it at any time.

6. Sharing Your Personal Data and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to operate our business and deliver our services. These third parties may act as processors or independent controllers, depending on the context.

Examples of processors and service providers may include:

IT and hosting providers that support our business systems;
accounting, bookkeeping, and invoicing providers;
payment service providers that process transactions;
communication and email service providers;
administrative tools used for scheduling, record keeping, and customer management;
professional advisers such as insurers, lawyers, or accountants where necessary.

Where we use processors, they are required to act only on our instructions, keep your data secure, and comply with data protection law. We may also disclose personal data to law enforcement, regulators, courts, or other authorities where required by law or necessary to establish, exercise, or defend legal claims.

7. International Transfers

If any of our service providers process personal data outside the UK, we will take appropriate safeguards to protect it. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for satisfying legal, accounting, tax, insurance, and reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

In general:

booking and service records are kept for a period necessary for administration and dispute handling;
financial and invoicing records are retained for the period required by tax and accounting law;
customer correspondence may be retained for a reasonable period to support service history and complaint resolution;
where data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of.

We may retain information for longer where necessary to defend legal claims, resolve disputes, or comply with lawful requests from authorities.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted handling of records. However, no system can be guaranteed to be completely secure, and we cannot promise absolute security.

10. Your Data Protection Rights

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

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 cases.
Right to data portability - to request transfer of certain data to you or another organisation.
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 may withdraw it at any time.

These rights are not absolute. In some cases, we may be entitled or required to continue processing your data, for example where necessary to comply with legal obligations or to defend legal claims.

11. How to Exercise Your Rights

If you wish to exercise any of your rights, you may contact us using the details provided through our standard business channels. We may need to verify your identity before responding to your request. We will respond within the timeframe required by law, usually within one month, unless the request is complex or numerous.

12. Complaints

If you are concerned about how we handle your personal data, we encourage you to raise the matter with us first so we can try to resolve it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local data protection authority if you believe your data rights have been infringed.

13. Children’s Data

Our services are intended for adults and businesses arranging moving services. We do not knowingly collect personal data from children except where it is necessary and lawful in connection with a booking or household move. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete or protect it.

14. 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 processing practices. Any updated version will apply from the date it is published or otherwise made available. We encourage you to review this policy periodically so you remain informed about how we handle personal data.

By using our services, requesting a quote, or making a booking, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.