Man With a Van Cowley Privacy Policy

This Privacy Policy explains how Man With a Van Cowley collects, uses, stores, and protects personal data relating to its customers. It applies to all Man With a Van Cowley customers in the Cowley area, including individuals and businesses who request quotes, make bookings, or otherwise engage our services.

Man With a Van Cowley is committed to complying with the UK General Data Protection Regulation and the Data Protection Act. We only process personal data in a lawful, fair, and transparent way, and only for the purposes set out in this Privacy Policy.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The personal data we may collect includes:

Identification details such as your name, title, and where relevant, business name or contact person details when you act on behalf of a company or organisation.

Contact details such as your address, collection and delivery addresses, email address, and any telephone numbers you choose to provide.

Service details such as the type of move or transport you request, dates and times, property access information, parking instructions, inventory or item descriptions, and any related notes needed to carry out the job safely and efficiently.

Billing and payment information such as the amount charged, payment status, and basic transaction records. If you use card payments through a third-party payment provider, that provider processes your card details on our behalf and we do not receive or store full card numbers.

Communication records such as your enquiries, quote requests, booking confirmations, and any messages or feedback you send us by phone, online forms, or other channels.

Technical and usage data such as basic information relating to how you access our online presence, including IP address and device information, where this is provided through analytics tools or server logs. This is used to maintain and improve our services and may involve the use of cookies where applicable.

Purposes and lawful bases for processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, the lawful bases we rely on are:

Contract. We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, planning routes, carrying out moves or deliveries, and communicating with you about your service.

Legal obligation. We may process your data where it is necessary to comply with legal obligations, such as accounting, tax, record keeping, or responding to lawful requests from public authorities.

Legitimate interests. We process certain data where it is necessary for our legitimate interests, provided that these are not overridden by your rights and interests. Our legitimate interests include managing our business operations, improving our services, ensuring the security of our staff and customers, preventing fraud or misuse, and handling queries or complaints.

Consent. In limited cases, we may rely on your consent, for example for certain forms of marketing communication or for optional cookies where applicable. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in your booking documents or our website.

How we use your personal data

We use the personal data we collect to:

Provide, manage, and complete your requested services, including home moves, office moves, item collections, or deliveries in the Cowley area and beyond, as agreed with you.

Prepare and send quotes and estimates for our services and respond to your enquiries about availability, pricing, and service details.

Plan logistics such as journey routes, vehicle allocation, staffing, timing, and access arrangements for collection and delivery addresses.

Communicate with you about your booking, including confirmations, updates, changes, and follow-up contact if required.

Maintain internal records such as invoices, receipts, job sheets, and other documentation necessary for business administration and legal compliance.

Improve and develop our services, for example by analysing how customers use our services and asking for feedback, where appropriate.

Protect our business, staff, and customers, including by preventing misuse of our services and handling disputes or claims.

Data retention

We keep your personal data only for as long as it is needed for the purposes for which it was collected, or as required by law. The retention period may vary depending on the type of data and the context of your relationship with us.

Service and contract records, including basic contact details, booking information, and related documents, are generally kept for a period that allows us to meet tax, accounting, and legal obligations and to handle any queries or disputes that may arise after the service. This period is typically several years from the date of the service.

Communication records are kept for as long as necessary to handle your enquiry or request and to maintain an accurate record of our interactions.

Where data is processed based on consent, we store it only for as long as your consent remains in place, or until you withdraw it, unless we have another lawful basis to retain it.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Data sharing and data processors

We do not sell your personal data. We only share it where it is necessary, lawful, and proportionate. Recipients of your data may include:

Service staff and drivers who require relevant information such as your name, contact details, and addresses to carry out your requested service.

Professional advisers such as accountants or legal professionals, where necessary for business management, compliance, or to establish, exercise, or defend legal claims.

Third-party service providers acting as data processors, who provide services such as IT hosting, communications tools, online booking or enquiry forms, customer management systems, and payment processing. These processors act on our instructions and are bound by contract to protect your data and use it only as necessary to provide their services to us.

Public authorities or regulators where we are required by law to share personal data, or where sharing is necessary to protect the rights, property, or safety of our customers, staff, or others.

Where data is transferred or stored by processors, we take reasonable steps to ensure that appropriate technical and organisational measures are in place to safeguard your personal data at all times.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man With a Van Cowley customers in the Cowley area, subject to certain legal limitations and conditions.

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how and why we process it.

Right to rectification. You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller, where technically feasible.

Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Right to complain. You have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been breached. We encourage you to contact us first so we can try to resolve any concerns directly.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and processors who need it to perform their roles, using secure systems where appropriate, and reviewing our practices periodically.

While we take reasonable steps to protect your information, no system can be completely secure. You should take care when sharing personal data with us and keep any reference numbers or booking details confidential.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all Man With a Van Cowley customers in the Cowley area from the date it is published. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.