Privacy Policy - Man And Van Belmont

This Privacy Policy explains how Man And Van Belmont collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man And Van Belmont customers in the area, including anyone who requests a quotation, books a service, receives a service, or communicates with us in relation to our operations.

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. We only collect information that is necessary for providing our services, running our business, meeting legal obligations, and improving the quality and safety of what we do.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where relevant, the names of people authorised to act on your behalf.
Contact details such as your telephone number and email address.
Service details including pickup and delivery addresses, move dates, access information, inventory notes, and instructions related to the job.
Payment information such as billing details, payment confirmations, and transaction records. We do not intentionally store full card details unless this is required by a secure payment provider.
Communication records including enquiries, complaints, feedback, messages, and any notes taken during service discussions.
Operational information such as job history, service preferences, scheduling information, and records needed to manage our business.
Technical information where applicable, such as basic device or browser data used for security, fraud prevention, or system administration.

In some cases, we may also process limited information about vulnerable customers, access needs, or special handling requirements where this is necessary to safely perform our services. Such information is treated with additional care and only processed where there is a valid reason to do so.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To arrange, manage, and complete moving or delivery services.
To communicate with you about bookings, timings, access, and service updates.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, disputes, and customer support requests.
To maintain records for operational, insurance, and legal purposes.
To improve our services, planning, and customer experience.
To protect against fraud, misuse, or unlawful activity.
To comply with legal and regulatory obligations.

We will not use your personal data for unrelated purposes in a way that would be incompatible with the reasons for which it was collected unless we have a lawful basis to do so and have informed you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, service delivery, invoicing, and customer support related to the service.

Legal Obligation

We may process data where needed to comply with legal duties, such as tax recordkeeping, accounting obligations, insurance requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include operational planning, service improvement, fraud prevention, record management, and internal administration.

Consent

In limited cases, we may rely on your consent, for example where we ask to process optional information that is not required for the provision of the service. If consent is used, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information

We do not sell personal data. We may share information only where necessary and appropriate, including with:

Service providers who support our business operations, such as accounting, IT, storage, scheduling, payment processing, or customer management systems.
Professional advisers such as accountants, insurers, or legal advisers when needed for business, legal, or compliance purposes.
Authorities or regulators where disclosure is required by law or is necessary to protect our rights, safety, or property.
Subcontractors or operational partners involved in completing a service, only to the extent needed to perform that service.

Where we share data with third parties, we require them to use it only for the specified purpose and to apply appropriate security measures. We take reasonable steps to ensure that any processor handling data on our behalf complies with applicable data protection obligations.

5. Processors

A processor is a third party that processes personal data on our behalf. We may use processors to help run our business efficiently and securely. Examples may include:

Accounting and bookkeeping providers
IT support and data storage providers
Scheduling or job management systems
Secure payment service providers
Email or communications tools used for service administration

Processors are not allowed to use your information for their own independent purposes. They may only process it according to our instructions and must implement appropriate technical and organisational security measures.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements.

Quotation and enquiry records may be retained for a reasonable period to manage follow-up communications and service history.
Booking and transaction records are typically retained for legal, tax, and accounting purposes.
Customer service correspondence may be retained while needed to handle issues, prevent disputes, or improve service quality.
Special handling notes are retained only as long as needed for the specific job or as required for safety and legal compliance.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may keep records for longer if required by law, to resolve disputes, or to establish, exercise, or defend legal claims.

7. Security of Your Data

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party services.

Although we work to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continually review our practices to reduce risk and maintain appropriate safeguards.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may include:

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 object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain information in a structured, commonly used format where the legal conditions are met.
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 limitations. If you exercise a right, we may need to verify your identity and assess whether the request can be fulfilled under applicable law.

9. Children’s Data

Our services are intended for adults or for individuals acting on behalf of adult household members or businesses. We do not knowingly collect personal data from children unless it is necessary for the service and is provided by a responsible adult in a lawful manner.

10. International Transfers

If any of our processors store or process data outside the UK, we will take appropriate steps to ensure that your information is protected to a standard required by data protection law. This may include using approved safeguards or transfer mechanisms where needed.

11. Changes to This Policy

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

12. Summary of Key Points

Man And Van Belmont collects only the data needed to deliver services, manage bookings, process payments, and meet legal obligations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and in limited cases consent. We retain data only for as long as necessary, use trusted processors under proper safeguards, and respect your data protection rights.

By using our services, requesting a quote, or making an enquiry, you acknowledge that this Privacy Policy applies to you as a customer of Man And Van Belmont in the area.