Privacy Policy - Man With Van Wealdstone

Last updated: June 2026

This Privacy Policy explains how Man With Van Wealdstone collects, uses, stores, shares, and protects personal data when providing moving and van services to customers in the Wealdstone area. This policy applies to all Man With Van Wealdstone customers in the area, including individuals, households, landlords, tenants, and business customers who use our services or communicate with us in relation to a booking or quotation.

1. Who we are

Man With Van Wealdstone is a moving and transportation service provider operating in and around Wealdstone. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a data controller when we decide why and how personal data is processed. In some cases, we may also use third-party service providers who process data on our behalf as data processors.

2. Personal data we collect

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

Identity details: name, title, and, where needed, business name.
Contact information: telephone number, email address, and service address.
Booking and service details: moving date, collection and delivery locations, access information, inventory notes, and special handling requirements.
Payment and billing details: payment status, invoice records, and transaction-related information.
Communication records: emails, messages, call notes, and booking correspondence.
Technical data: limited device or usage information if you interact with our online systems, where applicable.
Verification and incident data: information needed to confirm instructions, resolve disputes, or document claims.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or unless we are required to do so for a legitimate operational reason. If such data is shared with us, we will handle it with additional care and only where permitted by law.

3. How we collect your data

We may collect personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, or message;
provide access, delivery, or collection instructions;
make a payment or request an invoice;
submit feedback, a complaint, or a claim;
interact with service documentation or confirmation messages.

We may also receive data from third parties when necessary, such as from a person arranging a move on your behalf, a property manager, or another party involved in the service. Where this happens, we will only use the information for the purpose for which it was provided.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes managing quotations, scheduling moves, carrying out transportation services, issuing invoices, and handling related customer service matters.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include improving our services, managing business operations, preventing fraud, maintaining internal records, and responding to enquiries or complaints.

Legal obligation

We may process personal data to comply with legal obligations, such as accounting, tax, insurance, regulatory, or dispute-handling requirements.

Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional use of your information. Where consent is used, you may withdraw it at any time. Withdrawal does not affect processing that has already taken place lawfully before withdrawal.

5. How we use your personal data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan and complete removal or van services;
to communicate about timings, access, and service details;
to issue invoices and process payments;
to maintain service records and customer history;
to resolve queries, disputes, or claims;
to improve service quality and operational efficiency;
to comply with legal, accounting, and insurance obligations;
to protect our business, staff, customers, and property;
to prevent misuse, fraud, or unlawful activity.

We will not use your data in a way that is incompatible with the purposes explained in this policy unless we have a lawful basis to do so.

6. Data sharing and processors

We may share personal data only where necessary and with appropriate safeguards. We may use third-party processors to support our operations. These processors act on our instructions and are not permitted to use your data for their own purposes.

Examples of processors or service providers may include:

IT and hosting providers who support email, storage, and system security;
Accounting or invoicing providers who help manage financial records;
Payment service providers who process transactions securely;
Communication platforms used for messages, booking confirmations, or customer support;
Insurance, legal, or claims advisers where necessary for risk management or dispute resolution.

We may also disclose personal data if required by law, to enforce our terms, to protect our rights, or to respond to lawful requests from public authorities. Where data is shared, we require appropriate confidentiality and security measures.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the nature of the information and the reason it is held.

Quotation and enquiry records: kept for a limited period to manage follow-up, administration, and service review.
Booking and transaction records: kept for the duration needed to complete the service and fulfil accounting or tax obligations.
Communication and complaint records: kept as long as needed to resolve issues and maintain evidence of decisions.
Legal and insurance records: kept for the period required to defend claims or meet legal responsibilities.

When data is no longer needed, we will securely delete, anonymise, or archive it in a manner consistent with applicable law.

8. Data security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, role-based permissions, and staff confidentiality practices. While we work to safeguard all data, no method of transmission or storage is completely risk-free.

9. International transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. Any such transfer will be handled in accordance with applicable data protection requirements.

10. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

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 how we use your data in certain situations.
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 relevant.
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 limits. If we cannot comply with a request, we will explain the reason where permitted by law.

11. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a service arrangement. If we become aware that we have collected data from a child without proper basis, we will take appropriate steps to delete or protect it.

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 updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. How to exercise your rights

If you wish to exercise any of your rights or have questions about how your personal data is used, you may submit a request through the usual customer communication channels used for our services. We may need to verify your identity before responding to protect your privacy and prevent unauthorised disclosure.

Summary of our approach: Man With Van Wealdstone only uses personal data where necessary, keeps it securely, shares it with trusted processors under controls, and respects your data protection rights.