Privacy Policy - Man With A Van Crayford

This Privacy Policy explains how Man With A Van Crayford collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Crayford customers in the area, including individuals, households, and businesses that request or receive moving, delivery, collection, packing, storage, or related transport services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Crayford provides local and regional removal and transport services. In the course of delivering these services, we may need to collect and process personal data about customers, recipients, property owners, and other relevant individuals. This policy applies whenever we act as a data controller for personal information processed in connection with our services.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of information we may collect include:

Identity details such as name, title, and business name where relevant.
Contact details such as postal address, email address, and telephone number.
Service information such as pick-up and delivery locations, property access details, inventory lists, and requested service dates.
Billing and payment information such as payment method, payment status, invoice details, and transaction records.
Communication records including enquiries, quotations, service updates, complaints, and correspondence.
Operational data such as vehicle allocation, job notes, attendance records, and customer instructions relevant to completing a move or delivery.
Technical data if you communicate with us digitally, such as basic device or usage information collected through security or system logs.

We do not intentionally collect special category personal data unless it is strictly necessary and you have provided it voluntarily, or we are required to process it for a lawful reason. Where such data is received, it will be handled with additional care and appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and arrange services;
to plan, deliver, and complete removals or transport work;
to communicate with customers about bookings, timings, and service changes;
to issue invoices, receive payments, and manage accounts;
to keep service records and handle complaints or disputes;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security incidents;
to improve our services and maintain operational quality;
to defend legal claims or establish, exercise, or protect legal rights.

We use personal data only where it is relevant, limited to what is necessary, and proportionate to the service being provided. We do not sell personal data.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Man With A Van Crayford relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling booking details, service addresses, instructions, and payment information needed to carry out the requested moving or delivery service.

Legal Obligation

We may process data to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements. This may involve storing invoices, payment records, and related documentation for the periods required by law.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include preventing fraud, managing customer communications, maintaining service records, improving operations, and protecting against legal claims. We always consider whether such processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, particularly where the law requires it. If we do so, you may withdraw consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us provide and manage our services. These parties act as data processors or, in some cases, independent controllers. We require processors to handle data securely, only on our instructions where applicable, and in compliance with data protection law.

Processors and service providers may include:

Payment processors for card and electronic payments;
Accounting and bookkeeping providers for invoicing and financial records;
IT and cloud service providers for secure storage, email, and system support;
Scheduling or customer management tools used to organise bookings and service delivery;
Professional advisers such as accountants, insurers, or legal advisers where needed;
Public authorities or regulators where disclosure is required by law.

We do not allow processors to use your personal data for their own unrelated purposes. Where feasible, we will choose providers that maintain appropriate technical and organisational security measures. If data is transferred outside the UK, we will ensure suitable safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the information and the reasons for processing.

Customer booking and service records are generally retained for a period needed to manage the contract, resolve disputes, and maintain business records.
Financial records such as invoices and payment records are kept for the period required by tax and accounting law.
Correspondence and complaints may be kept for as long as necessary to handle the matter and demonstrate how it was resolved.
Technical and security logs are kept only for a limited period unless needed for investigation or legal compliance.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise rendered inaccessible. Retention decisions are based on necessity, legal requirements, and operational needs, rather than keeping data indefinitely.

7. Data Security

We take reasonable and appropriate steps to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and restricted access on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection suitable to the nature of the data we process.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply in full or in part depending on the circumstances and any legal exemptions. You have the right to:

Access a copy of the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure in certain circumstances, sometimes called the right to be forgotten;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent where we rely on consent for processing;
Lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We will respond to valid requests within the timescales required by law and may need to verify your identity before acting on a request. Some rights may not apply in every case, for example where we must retain data to meet legal obligations or defend legal claims.

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 incidental to the provision of a service requested by an adult customer. If we become aware that we have collected such data improperly, we will take appropriate steps to delete or secure it.

10. Changes to This Policy

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

11. Summary of Our Commitment

Man With A Van Crayford is committed to processing personal data responsibly, securely, and lawfully. We use data only for legitimate service and business purposes, retain it for no longer than necessary, share it only with trusted processors or where required by law, and respect the rights of every customer in the area. Our aim is to ensure that personal information is handled with care, transparency, and accountability at every stage of our service.