Privacy Policy - Man With Van Pinner

This Privacy Policy explains how Man With Van Pinner collects, uses, stores, and protects personal data in connection with our moving, delivery, and related services. It applies to all Man With Van Pinner customers in area, including individuals who request a quote, book a service, communicate with us, or receive services from us. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Pinner provides removal and transport services for domestic and commercial customers. In the course of providing these services, we may process personal data relating to customers, prospective customers, and other individuals involved in a booking, such as property owners, tenants, business contacts, and authorised representatives. For the purposes of data protection law, we act as the data controller for the personal data we collect and use for our own business purposes.

2. Personal Data We Collect

We only collect data that is necessary for operating our services, managing bookings, responding to enquiries, and meeting our legal and contractual obligations. The types of personal data we may collect include:

Identity details such as name, title, and, where relevant, company name or business role.
Contact information such as phone number, email address, billing address, pickup address, and delivery address.
Service details such as booking date, item descriptions, property access details, parking or loading information, and special handling requirements.
Payment and transaction data such as records of payments made, invoices, and payment status.
Communication records such as enquiries, messages, complaints, feedback, and notes relating to customer support.
Technical information where applicable, such as basic website usage data or device information used to improve service performance and security.

We do not intentionally collect special category personal data unless it is required by law or is provided by you voluntarily and is relevant to the service. Where such data is processed, we do so only where a lawful basis applies and additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To manage bookings, schedules, and route planning.
To deliver moving, transport, and associated services.
To communicate with customers before, during, and after a job.
To issue invoices, receive payments, and maintain financial records.
To respond to enquiries, complaints, or claims.
To comply with legal obligations, including tax and accounting duties.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We will only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible reason and that reason is permitted by data protection law.

4. Lawful Basis for Processing

Under GDPR, we must have a valid lawful basis to process personal data. Depending on the activity, Man With Van Pinner may rely on the following lawful bases:

Contract – when processing is necessary to enter into or perform a contract with you, such as providing a quotation, arranging a move, or completing a booking.
Legal obligation – when we must process information to comply with legal requirements, such as tax, accounting, or record-keeping laws.
Legitimate interests – when processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, improving services, preventing fraud, and handling customer enquiries.
Consent – where required, such as for certain optional communications or any processing that law requires consent for. Where consent is used, you can withdraw it at any time.

We carefully assess each processing activity to ensure the relevant lawful basis is appropriate.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to run our business and provide services. These third parties act either as independent controllers or as processors acting on our instructions. Examples may include:

Payment providers who process card or online payments.
Accounting and bookkeeping providers who help manage invoices and financial records.
IT and cloud service providers who support data storage, email, and system security.
Administrative or operational support providers who assist with scheduling, messaging, or business management.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities where disclosure is required by law or necessary to protect legal rights.

Where a third party acts as a processor, we ensure they are bound by a data processing agreement and only process data on our documented instructions. We take reasonable steps to ensure that processors maintain appropriate security and confidentiality standards.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period may vary depending on the type of data and the nature of the service provided.

Quotation and booking records may be kept for a period needed to manage customer relationships and resolve disputes.
Financial and tax records are retained for the period required by applicable law.
Customer communication records may be kept for as long as needed to handle queries, service issues, or claims.
When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

We regularly review the data we hold to ensure it is not kept longer than necessary. Retention is based on purpose, necessity, and legal obligations, not on indefinite storage.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited permissions, and staff awareness procedures. While no system can be guaranteed completely secure, we work to reduce risk and maintain a level of security appropriate to the nature of the information we process.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place as required by law. This may include the use of approved contractual protections or other lawful transfer mechanisms. We will only transfer data where necessary and where adequate protection can be maintained.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these may 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 where there is no good reason for us to continue processing it.
Right to restriction – to request that we limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data to you or another organisation in a usable format.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your data has not been handled lawfully.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is incidental to a customer booking and necessary for the service. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete or protect it as required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Approach

At Man With Van Pinner, we aim to process personal data responsibly, proportionately, and securely. We collect only the information needed to provide our services, rely on clear lawful bases for processing, keep data only for as long as necessary, and use processors who can support us in protecting customer information. We respect the rights of our customers and are committed to maintaining privacy throughout every stage of our service relationship.