Privacy Policy - Man With A Van Holloway

This Privacy Policy explains how Man With A Van Holloway collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Holloway customers in the area, including anyone who requests, books, receives, or pays for our moving, delivery, loading, unloading, or related van services. We are committed to handling personal information in a lawful, fair, and transparent manner 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 Holloway is a service provider that helps customers with transport and moving-related services. In providing those services, we may process personal data about customers, household members, business representatives, collection and delivery contacts, and other individuals necessary to complete a booking. This policy describes the principles and practices that govern that processing.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for operating our services, managing customer relationships, meeting legal obligations, and improving service quality. Depending on the nature of the booking, the data we collect may include:

• Identity data, such as name and title.
• Contact data, such as address, email address, and telephone number.
• Booking data, such as service date, pickup and delivery details, item descriptions, access notes, and special instructions.
• Payment data, such as payment status, billing information, and transaction records.
• Communication data, such as messages, complaints, feedback, and service-related correspondence.
• Technical data, where applicable, such as basic device or usage information collected through digital systems used to manage bookings.
• Verification data, where needed, to confirm identity, address, or entitlement to use a service.

We do not seek to collect more information than is necessary. If you provide data about another person, you should only do so where you have a lawful basis and the appropriate permission to share it.

3. How We Use Personal Data

We use personal data for the following purposes:

• To provide moving and transport services.
• To arrange bookings, quotes, scheduling, and route planning.
• To communicate with customers regarding service updates, changes, or issues.
• To process payments and maintain financial records.
• To respond to enquiries, complaints, and service feedback.
• To maintain internal records and support quality control.
• To comply with legal, tax, insurance, and regulatory obligations.
• To detect and prevent fraud, misuse, or unlawful activity.

We will only use data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that the law allows us to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man With A Van Holloway relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out the agreed service, handling payments, and managing service-related communication.

Legal Obligation

We may process personal data where necessary to comply with legal and regulatory requirements, including tax, accounting, insurance, health and safety, and record-keeping obligations.

Legitimate Interests

We may process personal data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include managing operations, improving service quality, protecting our business from abuse, and maintaining internal records. When we rely on legitimate interests, we assess whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional purpose. Where consent is used, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or to meet legal and operational requirements. These third parties may act as processors or, in some cases, as independent controllers.

Processors may include:

• Payment service providers that process transactions.
• IT and cloud service providers that store or support booking and communication systems.
• Accounting and bookkeeping providers that assist with financial management.
• Scheduling or administrative service providers that help manage service logistics.
• Professional advisers, such as insurers, legal advisers, or auditors, where needed.

All processors are required to act only on our instructions, to use personal data only for the agreed purpose, and to apply appropriate technical and organisational security measures. We do not sell your personal data.

We may also disclose personal data where required by law, in response to a lawful request from a public authority, or where necessary to establish, exercise, or defend legal claims.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of data and the purpose of processing.

• Booking and service records are generally retained for a period necessary to manage the customer relationship and resolve any service issues.
• Financial and tax records are kept for the period required by applicable law.
• Correspondence and complaint records may be retained to evidence decisions, resolve disputes, and improve service standards.
• Technical and security logs may be retained for a limited period for operational security and troubleshooting.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, staff awareness practices, and data minimisation. While we take care to safeguard personal information, no system can be guaranteed to be completely secure.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that suitable safeguards are in place to protect the information in line with data protection law. These safeguards may include an adequacy decision or other legally recognised transfer mechanism.

9. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may be subject to legal limits and exemptions.

• 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 some cases, you may request deletion of your data.
• Right to restriction – you may ask us to restrict processing in certain circumstances.
• Right to data portability – you may request data you provided to us in a structured, commonly used format, where applicable.
• Right to object – you may 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.

To exercise your rights, you should provide enough information to allow us to identify you and understand your request. We may need to verify your identity before responding.

10. 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 connection with a booking, delivery, or household move and where a parent, guardian, or responsible adult has provided the information appropriately.

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 handling practices. The most current version will apply to the processing of your personal data.

12. Our Commitment

We are committed to respecting your privacy and handling your personal data responsibly. We aim to keep information accurate, secure, and limited to what is necessary. If you use the services of Man With A Van Holloway, you can expect your information to be processed fairly, lawfully, and transparently in accordance with this policy.

Summary of key points: we collect only relevant data, use it for service delivery and legal compliance, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain data only as long as needed, use trusted processors under strict controls, and respect your data protection rights.