Privacy Policy - Man With A Van Aldersbrook

Last updated: 03 July 2026

This Privacy Policy explains how Man With A Van Aldersbrook collects, uses, stores, shares, and protects personal data when providing moving, transport, packing, loading, delivery, and related services. This policy applies to all Man With A Van Aldersbrook customers in the Aldersbrook area, including anyone who requests a quote, makes a booking, communicates with us, or receives services from us.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

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

Identity details such as your name and, where relevant, the name of an authorised representative.
Contact details such as address, telephone number, and email address.
Service details including moving addresses, property access information, item lists, preferred dates, and special handling requirements.
Payment and billing information such as invoicing details and transaction records.
Communication records including emails, messages, phone notes, and booking confirmations.
Technical data such as basic website or device information if you interact with our digital services, where applicable.
Evidence and operational data such as photographs supplied for quoting, damage assessment, or service planning, where necessary.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service request, for example where access needs or vulnerability considerations must be taken into account. If such information is provided, we will treat it with additional care and only use it where lawful and necessary.

2. How We Use Your Data

We use personal data to deliver our services efficiently and professionally. Typical uses include:

Preparing quotations and confirming bookings.
Planning routes, loading, delivery, and logistics.
Communicating with you about schedules, access, or changes to service.
Issuing invoices, processing payments, and maintaining accounts.
Handling complaints, disputes, insurance matters, or damage claims.
Maintaining internal records, service standards, and staff training.
Meeting legal, tax, accounting, and regulatory obligations.
Preventing fraud, misuse, or unlawful activity.

We only use your data for purposes that are compatible with the reason it was collected, unless we reasonably believe another lawful basis applies.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, the lawful basis may be one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging your move, delivering services, and managing payment or service-related communication.

Legal Obligation

We process certain information to comply with legal requirements, including accounting, tax, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, business administration, defending legal claims, and preventing fraud or misuse. We always consider whether the use of data is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you ask us to use optional information in a particular way. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before the withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties when this is necessary to operate our services or meet legal duties. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Accounting and bookkeeping providers for financial administration and tax compliance.
Payment processors for secure handling of card or electronic payments.
IT and cloud service providers that store emails, schedules, customer records, or backups.
Communication service providers used for phone, email, and messaging operations.
Insurance or claims handling partners where a claim or incident must be assessed.
Professional advisers such as accountants, legal advisers, or auditors.

We require processors to handle personal data securely, only on our instructions, and only for the agreed purpose. We do not permit processors to use your data for their own unrelated purposes.

We may also disclose personal data where required by law, court order, or public authority request. In all cases, we aim to share only the minimum information necessary.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods depend on the type of information and the nature of the service.

Quotation and booking records are generally kept for a reasonable period to manage customer service, records, and potential disputes.
Invoice and payment records are retained for the period required by tax and accounting law.
Service communication records may be kept to support customer care, operational review, and dispute resolution.
Claims and incident records may be retained longer where needed for insurance or legal purposes.

When data is no longer needed, we securely delete, anonymise, or destroy it. We do not keep personal data indefinitely.

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, password protection, staff confidentiality obligations, and careful handling of documents and devices.

Although we take appropriate steps to protect data, no method of transmission or storage can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we work to reduce risks to an appropriate level.

7. Your Rights

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

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – in certain cases, you can request that data be provided to you or another controller in a structured format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Some rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding. We will respond within the timescales required by law.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications or documents provided by an adult customer. If we become aware that we have collected information from a child inappropriately, we will take appropriate steps to delete or protect it.

9. International Transfers

Where personal data is stored or processed outside the UK, we will ensure that suitable safeguards are in place so that it remains protected in line with applicable law. Such safeguards may include approved contractual protections and assessments of the destination’s level of data protection.

10. Complaints and Your Choices

If you are concerned about how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority. You also have the right to ask us to explain how your data is used and to exercise any of your legal rights described above.

We encourage customers to raise concerns directly so that we can address them promptly and fairly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. The latest version will apply to all customers in the Aldersbrook area from the date it is published. We recommend reviewing this policy periodically to stay informed about how your data is protected.

12. Summary of Our Commitment

Man With A Van Aldersbrook is committed to protecting customer privacy and using personal data responsibly. We collect only what we need, rely on clear lawful bases, retain data only as long as necessary, use trusted processors under contract, and respect your rights under data protection law. This policy applies to all customers in Aldersbrook and the surrounding service area covered by our local operations.