Privacy Policy - Man With Van Gospel Oak

Man With Van Gospel Oak is committed to protecting the privacy and personal data of all customers in the area where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Man With Van Gospel Oak customers in area, including individuals who request quotes, book removals or transport services, communicate with us, or otherwise engage with our services.

1. Who We Are

Man With Van Gospel Oak provides man and van, collection, delivery, and related transport services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services, unless we state otherwise. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet legal obligations. The categories of personal data we may collect include:

Identity data: your name and, where applicable, the name of a business or organisation.
Contact data: address, email address, and telephone number.
Service details: pick-up and delivery locations, property access notes, item descriptions, size and quantity of goods, and service preferences.
Payment and transaction data: payment records, invoices, and service history. We do not store more financial information than is necessary to complete transactions and maintain records.
Communication data: messages, call notes, enquiries, complaints, and other correspondence.
Technical data: limited information such as device or browser details if you interact with us electronically, where needed for security, troubleshooting, or service improvement.
Special category data: we do not intend to collect special category data such as health information. If such information is shared with us incidentally, for example through access or handling requirements, we will only process it where lawful and necessary.

We normally collect data directly from you when you request a quote, make a booking, confirm a service, or contact us. In some cases, we may receive information from third parties such as a person booking on your behalf, a business customer, or a referral source.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and arrange services;
to carry out collections, deliveries, and related transport work;
to communicate with you about bookings, timings, access, and service changes;
to process payments and issue receipts or invoices;
to keep records of services provided;
to manage customer support, complaints, and disputes;
to comply with legal, tax, accounting, and insurance obligations;
to protect our business, staff, and customers from fraud, misuse, or security risks;
to improve our services, planning, and operational efficiency.

We will only use personal data in ways that are compatible with the reasons we collected it, or where we are otherwise permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Man With Van Gospel Oak relies on the following lawful bases:

Contract: we process your information when it is necessary to enter into or perform a contract with you, such as providing a quote, arranging a booking, or delivering services.
Legal obligation: we process data where necessary to comply with legal and regulatory requirements, including tax, accounting, and record-keeping duties.
Legitimate interests: we may process data where it is reasonably necessary for our legitimate business interests, such as managing customer enquiries, preventing fraud, improving services, and maintaining secure and efficient operations, provided these interests do not override your rights and freedoms.
Consent: in limited cases, we may rely on your consent, for example where it is needed for optional communications or the processing of certain information not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

If we process any special category data, we will only do so where an additional condition under the UK GDPR applies, such as explicit consent or another lawful ground permitted by law.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the nature of the service.

Quotation and enquiry records may be kept for a reasonable period to respond to follow-up requests, manage customer service, and evidence business activity.
Booking and transaction records are generally kept for the period required for accounting and tax compliance.
Communication records may be retained to resolve disputes, confirm service details, or improve customer support.
Legal and insurance records may be retained for longer where necessary to defend legal claims, handle insurance matters, or comply with statutory requirements.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in line with our data retention practices.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and appropriate. These parties are required to handle data securely and in accordance with applicable data protection law.

Examples of processors or recipients may include:

IT and system providers who support email, record keeping, scheduling, or secure storage;
Payment service providers who process card or electronic payments;
Accountants and bookkeepers who assist with financial administration and tax compliance;
Insurance providers or claims handlers where needed for policy administration or claims;
Legal or professional advisers where necessary to obtain advice or manage disputes;
Regulatory, law enforcement, or public authorities where disclosure is required by law.

We do not sell personal data. Where data is transferred to third parties, we take reasonable steps to ensure that appropriate safeguards are in place, including contractual protections where required.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limiting data access to authorised personnel, and reviewing our processes regularly.

No method of transmission or storage is completely secure, but we work to reduce risks and respond appropriately if an issue arises. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in line with legal requirements.

8. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. 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 data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit processing in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format and have it transferred 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.

These rights are not absolute and may be subject to legal exceptions or limitations. If you make a request, we may need to verify your identity before responding. We will aim to respond within the time limits set by law.

9. International Transfers

Where personal data is stored or processed outside the United Kingdom, we will ensure that suitable safeguards are in place to protect it, as required by applicable law. This may include standard contractual protections or reliance on adequacy decisions where available.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a legitimate booking or service arrangement made by a parent, guardian, or responsible adult. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

At Man With Van Gospel Oak, we process personal data fairly, lawfully, and transparently. We collect only the information needed to provide our services, we use clear lawful bases, we retain information for no longer than necessary, we work with trusted processors where required, and we respect your rights under data protection law. This Privacy Policy applies to all Man With Van Gospel Oak customers in area.

Privacy, security, and respect for your information are central to how we operate.