Privacy Policy - Man With Van Watford

Last updated: June 2026

This Privacy Policy explains how Man With Van Watford collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and other individuals whose information we process in the course of providing removal and transport services. This policy applies to all Man With Van Watford customers in the area, including anyone who contacts us for a quote, makes a booking, receives a service, or communicates with us about our services.

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. Please read this policy carefully to understand how we process personal information and what rights you have.

1. What personal data we collect

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

Identity data, such as your name and, where relevant, business or company name.
Contact data, including address, email address, telephone number, and moving locations.
Booking and service data, such as service requirements, move dates, item lists, access details, and delivery instructions.
Payment and transaction data, including payment status, invoice details, and records of charges or refunds.
Communication data, such as messages, enquiry notes, complaints, and correspondence with our team.
Technical data, where relevant, including basic information about how you access our digital services, such as device and browser details.
Special instructions, if you choose to provide them, for example access needs, preferred contact arrangements, or item handling notes.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such information is provided accidentally or as part of a service request, we will handle it with appropriate safeguards.

2. How we use your personal data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver moving or transport services.
To communicate with you about your enquiry, booking, or service updates.
To process payments, issue invoices, and maintain financial records.
To manage customer relationships and respond to complaints or service issues.
To comply with legal, accounting, insurance, and regulatory requirements.
To improve our services, planning, scheduling, and internal operations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only process your data for specific and legitimate purposes, and we do not use it in a way that is incompatible with those purposes.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis before processing your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract – where processing is necessary to take steps at your request before entering into a contract or to perform our contract with you, such as handling bookings and delivering services.
Legal obligation – where processing is necessary to comply with legal duties, such as tax, accounting, and record-keeping obligations.
Legitimate interests – where processing is necessary for our legitimate business interests, provided that your rights and interests do not override those interests. This may include managing enquiries, preventing fraud, improving services, and maintaining business records.
Consent – where we ask for your consent for a specific purpose, such as certain optional communications. You can withdraw consent at any time, where consent is the basis relied upon.

Where we rely on legitimate interests, we take care to balance our interests against your privacy rights and expectations.

4. Sharing your data and processors

We may share personal data with trusted third parties when necessary to provide our services, run our business, or comply with the law. These third parties may act as processors or, in some cases, as independent controllers.

Examples of processors or service providers we may use include:

Payment processors that handle card or electronic payments securely.
Accounting or bookkeeping providers that support invoicing, financial administration, and compliance.
IT and hosting providers that store or maintain business systems and data.
Communication providers that support email, messaging, or customer contact systems.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We require processors to handle personal data only on our instructions, to use appropriate security measures, and not to use the data for their own independent purposes. We do not sell your personal data.

We may also disclose data where required by law, where necessary to establish, exercise, or defend legal claims, or where needed to protect the rights, property, or safety of Man With Van Watford, our customers, or others.

5. 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. Retention periods may vary depending on the type of data and the reason we hold it.

In general, we apply the following approach:

Enquiry records may be kept for a reasonable period to manage follow-up or service history.
Booking and transaction records may be kept for as long as needed to complete the service and handle any associated claims or queries.
Financial and tax-related records are retained in line with legal obligations.
Correspondence and complaint records may be kept for a period necessary to resolve disputes and maintain service records.

When personal data is no longer required, we will securely delete, destroy, or anonymise it where appropriate.

6. Data security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it to perform their duties.

Although we work to protect your information, no method of transmission or storage is completely secure. If a data breach were to occur that affects your rights and freedoms, we will respond in accordance with applicable law.

7. Your rights

Depending on your circumstances and the legal basis for processing, you may have the following rights under data protection law:

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 situations.
Right to restriction – to ask us to restrict processing in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may contact us using the details provided in the relevant service documentation or agreement. We may need to verify your identity before responding. We will respond within the time limits required by law.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

8. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a booking or service arrangement and only where lawful and necessary.

9. International transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place as required by law. This may include standard contractual protections or other lawful transfer mechanisms designed to protect your information.

10. Changes to this policy

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

Summary of our approach

Man With Van Watford processes personal data only when necessary, uses it for clear service and compliance purposes, relies on lawful bases such as contract, legal obligation, legitimate interests, and consent, and retains data only for as long as required. We use processors under contract, protect information with appropriate safeguards, and respect your GDPR rights.