Privacy Policy - Man With A Van Cranford

This Privacy Policy explains how Man With A Van Cranford collects, uses, stores, shares, and protects personal data when providing moving, delivery, transportation, and related services. It applies to all Man With A Van Cranford customers in the Cranford area, including anyone who enquires about, books, pays for, or receives services from us. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man With A Van Cranford acts as a data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing personal information for booking, service delivery, administration, safety, and business management. We take privacy seriously and aim to collect only the information necessary to provide a reliable service.

2. Information we collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Booking and service information including collection and delivery addresses, moving dates, item descriptions, access details, and special instructions.
Payment information such as billing details and transaction records. We do not store full card details where payment is processed by a secure payment provider.
Communication records including enquiries, messages, complaints, feedback, and notes from phone calls or emails.
Operational information such as vehicle allocation, route details, job scheduling, and service logs.
Technical information where relevant, such as basic website or device usage data if you contact us through digital channels.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request, for example where access requirements or health-related considerations are shared to help us carry out a move safely. In such cases, we will only use that information where permitted by law and only for the relevant purpose.

3. How we use your information

We use personal data for clear and limited purposes connected to our business. These purposes include:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
delivering moving, transport, and related services;
processing payments and maintaining financial records;
communicating about your booking, service changes, or issues;
handling complaints, disputes, and customer support requests;
improving our services, planning operations, and maintaining service quality;
meeting legal, regulatory, tax, and insurance obligations;
protecting against fraud, misuse, or unlawful activity;
maintaining records for business administration and accountability.

We only use your personal data when we have a valid legal basis to do so and when the use is necessary, proportionate, and compatible with the reason the information was originally collected.

4. Lawful basis for processing

Under data protection law, we must identify a lawful basis for each type of processing. Depending on the circumstances, Man With A Van Cranford may 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 managing enquiries, providing quotations, booking services, carrying out collections and deliveries, and processing payments.

Legal obligation

We may process personal data to comply with legal requirements, such as tax, accounting, insurance, recordkeeping, and other statutory 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. This may include operational planning, service improvement, fraud prevention, customer support, and internal administration. We always consider whether the processing is necessary and whether it is fair.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate to keep you informed about optional communications or where you voluntarily provide information that requires consent-based handling. Where consent is used, you may withdraw it at any time.

Vital interests

In rare and exceptional cases, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency involving safety or welfare.

5. Sharing your data and processors

We do not sell your personal data. However, we may share it with trusted third parties when necessary to operate our business and provide services. These third parties act either as processors or, in some cases, as independent controllers.

Processors are service providers that process data on our behalf and under our instructions. They may include:

payment processing providers;
IT and cloud storage providers;
booking, scheduling, and communication platform providers;
accounting and invoicing software providers;
customer relationship management tools;
professional advisers such as accountants or insurers where necessary;
subcontractors or partner service providers assisting with a booking.

Where we engage processors, we require appropriate contractual safeguards to ensure your data is protected and processed only in accordance with our instructions and applicable law. If data is shared with independent controllers, such as tax authorities or law enforcement where required, they will process the data under their own responsibilities.

6. Data retention

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

In general:

booking and service records are retained for a period necessary to manage the job, respond to post-service queries, and maintain business records;
financial and invoice records are kept for the period required by tax and accounting law;
complaints and dispute records are held long enough to resolve the matter and defend legal claims where needed;
communications may be retained for customer service and audit purposes;
data no longer required is securely deleted, anonymised, or archived where appropriate.

When determining retention, we consider the amount, nature, sensitivity, and risk of the data, as well as the purposes of processing and the legal obligations that apply.

7. Security of your information

We use reasonable 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 confidentiality obligations, and careful selection of service providers. While no system can be guaranteed completely secure, we work to reduce risks and to handle data responsibly.

8. International transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place in line with data protection law. This may include adequacy regulations, standard contractual clauses, or equivalent protections designed to preserve your rights.

9. Your rights

You have a number of rights in relation to your personal data, subject to the conditions and exemptions set out in law. These 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 information.
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 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 may withdraw it at any time.
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

To exercise your rights, you should provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We aim to deal with requests without undue delay and within the time limits required by law.

10. Marketing preferences

If we ever send optional marketing communications, we will do so only where permitted by law. You can object to direct marketing at any time. If you opt out, we will stop sending such communications as soon as reasonably possible. Transactional or service-related messages, however, may still be necessary to complete a booking or provide support.

11. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental to a household move or necessary for carrying out a service safely and lawfully. If we become aware that we have collected information from a child inappropriately, we will take steps to delete it where required.

12. Changes to this policy

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

13. Summary of our commitments

Man With A Van Cranford will process personal data lawfully, fairly, and transparently; collect only what is needed; keep it secure; share it only where necessary; retain it only for as long as required; and respect your rights under data protection law. We are committed to protecting privacy while delivering dependable moving and transport services to all Man With A Van Cranford customers in area.