Privacy Policy - Man With Van St Johns

This Privacy Policy explains how Man With Van St Johns collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van St Johns customers in area, including individuals and businesses who request quotes, make bookings, receive moving or delivery services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van St Johns provides transport, moving, delivery, and related logistical services. In the course of delivering these services, we may process personal data about customers, recipients, business contacts, and site visitors. We act as a data controller for the personal data we decide how to collect and use for our own business purposes.

2. Personal Data We Collect

We collect only the data we need to operate our business, provide services, and meet legal obligations. Depending on how you interact with us, this may include:

Identity details such as your name or business name.
Contact details such as postal address, email address, and telephone number.
Service information such as booking details, moving dates, delivery addresses, item descriptions, access notes, and special instructions.
Payment and billing information such as invoice details and transaction records. We do not intentionally store full payment card information unless necessary through a secure payment provider.
Communication records including emails, messages, phone notes, complaints, and service-related correspondence.
Technical data such as basic website usage data, device information, IP address, and cookie-related identifiers where applicable.
Verification and safety data if needed for fraud prevention, dispute handling, or security purposes.

We do not seek to collect special category data unless you choose to provide it, and only where it is necessary for a specific lawful purpose. If such data is received accidentally, we will handle it with appropriate care and limit its use.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings, schedule work, and deliver services.
To communicate about changes, updates, delays, or service issues.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, claims, and customer support requests.
To maintain accurate business records and improve our services.
To comply with legal, regulatory, tax, and insurance obligations.
To protect our business against fraud, misuse, or security incidents.

We process personal data only where there is a valid purpose and only to the extent necessary for that purpose. We do not sell your personal data.

4. Lawful Basis for Processing

Under the GDPR, we must have a lawful basis for each type of processing. We rely on the following lawful bases:

Contract

We process data when it is necessary to take steps at your request before entering into a contract or to perform our contract with you. This includes managing quotes, bookings, service delivery, and payment processing.

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. This may include business administration, service improvement, record keeping, fraud prevention, customer support, and safeguarding our operations.

Legal Obligation

We process certain personal data to comply with legal obligations, such as tax, accounting, insurance, employment, and regulatory requirements.

Consent

Where required by law, we rely on your consent, for example for certain marketing communications or optional cookies. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for business operations, legal compliance, or service delivery. These third parties may act as data processors or independent controllers depending on the service they provide.

Examples of processors and recipients include:

IT and hosting providers that support our systems, emails, file storage, and website functions.
Accounting and bookkeeping providers that help manage invoicing, records, and tax compliance.
Payment service providers that securely process transactions.
Customer communication platforms used to manage enquiries and service updates.
Insurance providers and claims handlers when needed for risk management or dispute resolution.
Professional advisers such as legal or financial advisers where necessary.
Regulators, law enforcement, or public authorities where required by law or to protect rights and safety.

Where we use processors, we require them to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not permit processors to use your information for their own unrelated purposes.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, reporting, and insurance requirements. Retention periods depend on the type of data and the reason it was collected.

Booking and service records are typically retained for a period necessary to manage the service, resolve disputes, and maintain business records.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to handle complaints, follow-up actions, and customer support.
Marketing records are kept until you withdraw consent or object, where applicable.

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

7. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, UK-approved contractual clauses, or other lawful transfer mechanisms designed to protect your information to a standard consistent with UK data protection law.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system is completely secure, we take reasonable steps to safeguard all information entrusted to us.

9. Your Rights

Under data protection law, you have certain rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to have inaccurate or incomplete data corrected.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain circumstances.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on your request.

10. Marketing Communications

We may send limited service-related communications where necessary for bookings or customer support. We will only send marketing messages where we are permitted to do so by law. If consent is required, you may withdraw it at any time. If you object to marketing, we will stop using your data for that purpose.

11. Cookies and Similar Technologies

If our online services use cookies or similar technologies, they may be used for basic functionality, performance analysis, or user preference management. Where required, we will ask for your consent before placing non-essential cookies. You can manage cookie settings through your browser or any available consent tool.

12. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement made by an adult. If we become aware that we have collected data from a child without appropriate authority or lawful basis, we will take reasonable steps to delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we protect your data.

14. Summary of Our Commitment

Man With Van St Johns is committed to respecting privacy, using personal data responsibly, and maintaining transparency. We collect only what we need, use it for clear business and legal purposes, retain it only as long as necessary, and share it only with trusted processors or where legally required. We also ensure that all Man With Van St Johns customers in area are covered by this policy, and we strive to uphold your rights at every stage of our service relationship.

This policy is intended to provide a clear and lawful explanation of our privacy practices and to support trust, accountability, and compliance.