Privacy Policy - Man And Van Aldersbrook

This Privacy Policy explains how Man And Van Aldersbrook collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Aldersbrook customers in the Aldersbrook area, including anyone who requests, books, or receives our moving, delivery, clearance, or related services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect your privacy and aim to collect only the information we need to provide our services effectively. This policy also explains your rights over your personal data and how we meet our obligations when processing it.

1. Who We Are

For the purposes of data protection law, Man And Van Aldersbrook acts as the data controller for the personal data we collect in connection with our services. This means we decide how and why your personal data is used, and we are responsible for ensuring that use is lawful and secure.

Our services may include home removals, office moves, item transport, furniture collection, waste-related handling where permitted, and other moving support services. In all cases, we handle personal data only to the extent needed to operate our business and serve our customers properly.

2. Information We Collect

We may collect and process different types of personal data depending on the service requested and the way you interact with us. The information we collect may include:

Identity details such as your name and title
Contact information such as phone number, email address, and service address
Booking details including dates, service type, item descriptions, access notes, and special instructions
Payment information needed to process invoices, payments, or refunds
Communication records such as messages, enquiries, complaints, and service updates
Service history including previous bookings, preferences, and relevant operational notes
Technical data such as device, browser, and usage information if collected through digital systems used for administration

We do not intentionally collect special category data unless it is necessary and permitted by law. Special category data includes information about health, religion, political views, biometric data, sexual orientation, or similar sensitive information. If such information is ever disclosed to us accidentally or as part of a service request, we will handle it with extra care and only where there is a lawful basis to do so.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, arrange bookings, and deliver services
To communicate with you before, during, and after a service
To manage payments, invoices, and accounting records
To respond to enquiries, feedback, and complaints
To improve the quality, efficiency, and safety of our services
To keep internal business records and meet legal requirements
To detect and prevent fraud, misuse, or other unlawful activity

We only use your data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or unless the law allows otherwise.

4. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to enter into or perform a contract with you. For example, we use your contact details, address, and booking information to carry out the service you requested.

Legal Obligation

We may process certain data to comply with legal and regulatory obligations, such as tax, accounting, insurance, or record-keeping requirements.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include managing business operations, improving services, responding to customer requests, or protecting our business from fraud or misuse. We always consider whether such processing is fair and proportionate.

Consent

In limited situations, we may rely on your consent, especially where it is required by law. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

5. Data Sharing and Processors

We may share your personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards to protect your data.

Examples of processors or service providers may include:

Accounting and bookkeeping providers
Payment processing services
IT and cloud storage providers
Customer communication tools
Administrative support services

We may also share data where required by law, by court order, or with law enforcement or public authorities when necessary and lawful. If we engage a processor, we ensure that they process data only on our instructions, keep it secure, and respect applicable data protection obligations.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes outlined in this policy, including meeting legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

As a general approach:

Booking and service records are retained for a period necessary to manage the service and handle any follow-up issues
Financial records are kept for the period required by tax and accounting law
Communication records are held for a reasonable period to support customer service and business administration
Data no longer needed is securely deleted or anonymised

Where data is no longer required, we take steps to dispose of it securely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access to personal data on a need-to-know basis.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with applicable law.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limits and exceptions. Your rights include:

Right of access – you may request a copy of the personal data we hold about you
Right to rectification – you may ask us to correct inaccurate or incomplete data
Right to erasure – in certain circumstances, you may request deletion of your data
Right to restriction – you may request limits on how we use your data in some cases
Right to object – you may object to processing based on legitimate interests
Right to data portability – you may request that certain data be provided in a structured, commonly used format
Right to withdraw consent – where consent is the basis for processing, you may withdraw it at any time

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly.

9. Automated Decision-Making

We do not use your personal data for automated decision-making that produces legal or similarly significant effects on you. If this changes, we will update this policy and inform you where required.

10. Third-Party Information

If you provide us with information about another person, such as a household member or authorised contact, you must ensure that you have the right to share that information with us. You should also inform them that we may process their data in connection with the service.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

At Man And Van Aldersbrook, we aim to keep your personal information safe, use it fairly, and only process it when we have a proper legal reason. We collect data needed to deliver services, retain it only as long as necessary, and work with processors who are required to protect it. This Privacy Policy applies to all customers in the Aldersbrook area and supports our commitment to responsible and lawful data handling.

By using our services, you acknowledge that you have read and understood this Privacy Policy.