Privacy Policy - Man With Van Crooklog

This Privacy Policy explains how Man With Van Crooklog collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Crooklog customers in the area, including individuals who request quotes, book services, make enquiries, or receive moving and transport assistance. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Crooklog provides removals, van hire support, transport assistance, and related customer services. In delivering these services, we may act as a data controller for the personal data we collect and determine the purposes and means of processing. In some cases, we may also use third-party service providers who process data on our behalf as processors.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing enquiries, and complying with legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details including telephone number, email address, and moving address.
Service information such as booking dates, collection and delivery locations, item descriptions, access information, and service preferences.
Payment and billing information where required to process invoices or take payment.
Communication records including messages, enquiry details, complaints, and service-related correspondence.
Technical data such as device information, browser type, or basic usage data if you interact with our digital systems.
Legal and compliance data where necessary for fraud prevention, accounting, or dispute resolution.

We do not seek to collect special category data unless it is strictly necessary and you have chosen to provide it, or we are required by law to process it. If such data is ever needed, we will apply additional safeguards.

3. How We Use Your Data

We use personal data for clearly defined purposes connected to our services. These may include:

Providing quotes and responding to enquiries.
Managing bookings and delivering removal or van services.
Communicating with you about your service requests.
Processing payments, issuing invoices, and maintaining accounting records.
Handling complaints, claims, and customer support matters.
Meeting legal, regulatory, and tax obligations.
Protecting our business, staff, and customers from fraud or misuse.
Improving the quality, efficiency, and safety of our services.

We will not use your data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and, where necessary, your consent.

4. Lawful Basis for Processing

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

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes handling quotations, bookings, service delivery, and related customer communications.

Legal obligation

We may process personal data where needed to comply with legal requirements, such as tax, accounting, recordkeeping, or lawful requests from public authorities.

Legitimate interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing business operations, preventing fraud, improving services, and keeping appropriate internal records. We assess these interests carefully and apply safeguards where appropriate.

Consent

Where required by law, we will rely on your consent. If 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 Your Data and Processors

We may share personal data with trusted third parties when necessary for service delivery, business operations, or legal compliance. These third parties may act as processors or, in some circumstances, as independent controllers.

Examples of processors or service providers may include:

Payment processing providers.
Accounting and bookkeeping services.
IT support, data storage, and software providers.
Communication and messaging platforms.
Professional advisers such as legal or insurance providers.

Where processors handle data on our behalf, they are required to act only on our instructions, use appropriate security measures, and protect your data in line with data protection law. We do not sell your personal data.

We may also disclose data if required by law, to enforce our terms, to protect our rights, or to prevent harm, fraud, or other unlawful activity.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

In general:

Quotation and enquiry records may be retained for a limited period to manage follow-up and business records.
Booking, invoice, and payment records are typically retained for accounting and tax purposes.
Complaint, dispute, and claims records may be retained for longer where needed to resolve issues or defend legal claims.
Technical and security logs are retained only for as long as necessary for operational and security purposes.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness practices, and contractual safeguards with processors.

While we work hard to protect your information, no system is completely secure. If a data breach occurs that is likely to pose a risk to your rights and freedoms, we will handle it in accordance with applicable law, which may include notifying the relevant authorities and affected individuals where required.

8. 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 request correction of inaccurate or incomplete data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to request limitation of processing in certain situations.
Right to object - to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability - to request transfer of certain data to you or another organisation, where the legal conditions are met.
Right to withdraw consent - where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions or conditions. If you exercise any of these rights, we may need to verify your identity before responding.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. Such safeguards may include adequacy decisions or contractual protections approved under applicable law.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for arranging a service and is provided by a parent, guardian, or authorised adult. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will apply from the date they are published, and we encourage you to review this policy periodically. Where required by law, we will provide additional notice of significant changes.

12. How We Comply with GDPR Principles

We aim to process all personal data in line with the core principles of data protection law: lawfulness, fairness, and transparency; purpose limitation; data minimisation; accuracy; storage limitation; integrity and confidentiality; and accountability. In practice, this means we only collect what we need, keep it secure, retain it for appropriate periods, and use it only for legitimate and clearly stated purposes.

Man With Van Crooklog recognises that privacy is an important part of customer trust. We therefore review our data handling practices regularly and work to ensure that information is managed responsibly throughout the customer journey.

Last updated: This policy is effective from the date it is published and applies to all Man With Van Crooklog customers in the area.