Privacy Policy - Man With Van Malden Rushett

This Privacy Policy explains how Man With Van Malden Rushett collects, uses, stores, shares, and protects personal data in connection with its removal, delivery, transport, and related customer services. It applies to all Man With Van Malden Rushett customers in the area, including individuals, households, landlords, tenants, and business clients who engage our services.

We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We aim to be clear, lawful, and fair in everything we do with personal data.

1. What personal data we collect

We collect only the information needed to provide and manage our services, meet legal obligations, and improve our operations. The personal data we may collect includes:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as collection and delivery addresses, property access details, move dates, item lists, and service preferences.
Payment and billing information such as transaction records, invoice details, and payment confirmations.
Communication records such as messages, quotes, complaints, and notes from telephone or written correspondence.
Usage and technical data where relevant, including basic information about how you interact with our online communications or forms.

In some cases, we may also process information that you choose to provide about special handling needs, access requirements, or fragile items. We ask that you only share such information where necessary for the service you have requested.

2. How we use your personal data

We use personal data for the following purposes:

To provide quotations, arrange bookings, and deliver moving or transport services.
To manage deliveries, route planning, scheduling, and operational administration.
To process payments, issue invoices, and maintain financial records.
To communicate with you about your booking, service changes, delays, or follow-up matters.
To respond to questions, complaints, claims, or requests for support.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or other unlawful activity.
To maintain internal records and improve service quality and operational efficiency.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and we tell you about it where required.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process your personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, confirming bookings, carrying out removals, and handling payments.

Legal obligation

We process certain information where needed to comply with our legal obligations, such as accounting, tax, insurance, record-keeping, and responses to lawful requests by authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our operations, preventing fraud, improving services, handling complaints, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide additional information that is not necessary for the contract or where specific communication preferences require consent. Where consent is used, you may withdraw it at any time.

4. Sharing personal data and processors

We may share personal data with trusted third parties when necessary for the purposes described in this policy. These parties act as either independent controllers or as processors acting on our behalf. We ensure appropriate contractual and security safeguards are in place.

Examples of processors and third parties may include:

Payment service providers that process card or bank payments.
Accounting and bookkeeping providers that assist with invoicing, tax records, and financial administration.
IT and cloud service providers that host data, store files, or support communication systems.
Customer management or scheduling tools used to organise bookings and service records.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Public authorities where disclosure is required by law or to protect rights, safety, or property.

We require our processors to process personal data only on our instructions, keep it confidential, and implement appropriate technical and organisational security measures.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, tax, and insurance requirements. Retention periods depend on the type of information and the reason it is held.

Typical retention principles include:

Booking and service records are retained for the period needed to manage the service and any follow-up matters.
Financial and accounting records are kept for the legally required period.
Complaint or dispute records may be kept longer where necessary to resolve issues or defend legal claims.
General correspondence is retained only as long as required for administration and record-keeping.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data security

We take the security of personal data seriously. We use appropriate measures designed to protect information against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to those who need the information to carry out their work.

While we work to protect your data, no system can be guaranteed to be completely secure. If we become aware of a data incident affecting your information, we will take appropriate steps in line with applicable legal obligations.

7. Your rights under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may 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 restrict processing – to ask us to limit the way we use your data in some 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, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve your concern promptly and fairly.

8. International transfers

If any of our service providers store or process data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, contractual protections, or other lawful transfer mechanisms permitted by data protection law.

9. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of a household move or similar service request and provided by an adult customer. Where such information is shared, it will be handled in accordance with this policy and only to the extent required for the service.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of our commitment

Man With Van Malden Rushett will only collect and use personal data where necessary, lawful, and proportionate. We will keep information for no longer than needed, share it only with appropriate processors or where required by law, and respect your rights under data protection law. Our approach is designed to be transparent, secure, and respectful of your privacy.

This policy applies to all Man With Van Malden Rushett customers in area.