Privacy Policy - Man With Van St Helier

This Privacy Policy explains how Man With Van St Helier collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With Van St Helier customers in area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van St Helier is the data controller for personal information collected in connection with our services, bookings, communications, billing, and operational activities. This means we decide why and how your personal data is used.

2. Personal Data We Collect

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

Identity details: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service details: moving date, collection and delivery addresses, property access information, inventory details, and service preferences.
Payment information: payment status, invoice details, and limited transaction information. We do not keep unnecessary card details where a third-party payment provider handles the transaction.
Communication records: messages, booking enquiries, complaints, and notes from phone calls or email correspondence.
Website and device data: if you interact with our online services, we may collect IP address, browser type, device information, and basic usage data through cookies or similar technologies.
Operational and safety data: special instructions, delivery requirements, parking restrictions, or access arrangements needed to complete a job safely and efficiently.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example where health-related access needs affect service delivery. If such data is provided, we will handle it with appropriate safeguards and only for the specific purpose disclosed.

3. How We Collect Data

We may collect personal data:

directly from you when you request a quote, make a booking, or contact us;
from people authorised to act on your behalf;
through service-related forms, emails, and telephone calls;
from payment and accounting systems;
from third parties involved in the service, such as landlords, estate agents, building managers, or suppliers, where necessary for delivery;
through lawful technical tools used on our digital platforms.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis to do so. Depending on the activity, our lawful bases include:

Contract: to provide a quote, confirm a booking, perform removal services, issue invoices, and manage related service obligations.
Legitimate interests: to run and improve our business, respond to enquiries, prevent fraud, maintain security, manage scheduling, and keep appropriate records. We balance these interests against your rights and freedoms.
Legal obligation: to meet tax, accounting, record-keeping, insurance, health and safety, and regulatory requirements.
Consent: where required, for example for certain marketing communications or optional cookies. You may withdraw consent at any time.

When we rely on legitimate interests, we ensure that our interests are not overridden by your privacy rights. When consent is the lawful basis, the choice is yours and is clearly separated from contractual requirements.

5. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan routes, allocate staff, and complete removals or deliveries;
to contact you about service updates, changes, or access arrangements;
to process payments, send invoices, and maintain financial records;
to handle complaints, claims, or disputes;
to maintain security, prevent misuse, and protect our customers and personnel;
to comply with legal and regulatory requirements;
to improve service quality and customer experience;
to send marketing messages where permitted by law and where you have not opted out.

We will always limit the use of your data to what is relevant and necessary for the purpose concerned.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These parties act as processors or, in some cases, independent controllers. Examples include:

IT and cloud service providers that host data, email systems, or booking tools;
accountants and bookkeeping services that support tax and financial compliance;
payment processors that handle secure transactions;
insurance providers that manage claims or cover-related matters;
subcontractors or logistics partners involved in a specific move or delivery;
professional advisers such as lawyers or auditors;
public authorities where disclosure is required by law.

All processors are required to handle personal data securely, use it only on our instructions, and comply with data protection law. We assess third parties to ensure they provide appropriate technical and organisational safeguards.

7. International Transfers

Where personal data is transferred outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law. We only transfer data where necessary and we take reasonable steps to protect it.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the type of record:

booking and service records: retained for a reasonable period to manage service history, complaints, and administration;
financial and tax records: retained for the period required by law;
claims and dispute records: retained for as long as needed to resolve the matter and defend legal rights;
marketing records: retained until you opt out or withdraw consent, where applicable;
technical logs: retained for security, troubleshooting, and system integrity for a limited time.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, password protection, and data minimisation. While no system can guarantee absolute security, we work hard to reduce risk and protect the information entrusted to us.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions. They include:

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 ask us to limit the way we use your data in certain cases.
Right to data portability – to request transfer of data you provided to us, 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.

You also have the right to make a complaint to the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns directly with us first so we can try to resolve the matter promptly.

11. Marketing

If we send marketing communications, we will do so only where permitted by law. You may opt out at any time, and we will respect your preferences. If you opt out of marketing, this will not affect service-related communications that are necessary for your booking or account.

12. Cookies and Similar Technologies

Where applicable, our digital services may use cookies or similar technologies to help operate the site, understand usage, and improve performance. Non-essential cookies are used only where allowed by law and, where required, with your consent. You can adjust browser settings or consent preferences to control cookie use.

13. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided in the course of arranging a move or household service and is necessary for the service. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

14. Changes to This Policy

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

15. How This Policy Applies

This Privacy Policy applies to all Man With Van St Helier customers in area and governs the personal data we process in connection with our moving and transport services. By using our services, you acknowledge that we may process personal data as described in this policy and in accordance with applicable data protection laws.

Summary of Our Commitments

We collect only the data needed to deliver and manage our services.
We process data on clear lawful bases, including contract, legitimate interests, consent, and legal obligation.
We share data only with trusted processors or where the law requires it.
We retain data only for as long as necessary.
We respect your rights and handle data securely and responsibly.

Man With Van St Helier is committed to maintaining privacy, transparency, and lawful data handling in every aspect of our service delivery.