Privacy Policy - Man With A Van Manor House

Last updated: July 2026

This Privacy Policy explains how Man With A Van Manor House collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With A Van Manor House customers in area, including individuals and businesses who request a quote, make a booking, communicate with us, or receive services from us.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Data We Collect

We collect only the personal data that is necessary for us to provide our services, manage our business, and meet legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Identity information: name, title, and any business name provided.
Contact information: address, email address, and telephone number.
Booking and service details: collection and delivery addresses, move dates, property access notes, inventory or item descriptions, and service preferences.
Payment information: records of payments made, payment status, invoicing details, and limited transaction references. We do not store card details unless required and securely processed by a payment provider.
Communication records: emails, messages, call notes, complaints, and customer service correspondence.
Technical information: IP address, browser type, and basic usage data if you interact with any digital services we use.
Verification and security information: information needed to confirm identity, prevent fraud, or protect our staff and property.

We do not intentionally collect special category data, such as health information, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, or trade union membership, unless you choose to provide it and it is necessary for a specific service or legal reason. Where such information is provided, we only process it with appropriate safeguards and where lawful to do so.

2. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotes, manage bookings, and deliver moving or transport services;
to communicate with you about your enquiry, booking, timing, access, and service requirements;
to process payments, issue invoices, and maintain accurate business records;
to respond to complaints, queries, or service issues;
to comply with legal, tax, accounting, insurance, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to improve our services, operations, and customer experience;
to defend or establish legal claims where necessary.

We only use personal data in ways that are relevant and proportionate to the service requested. We do not sell personal data.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. The lawful bases we rely on are:

Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, making bookings, and delivering services.
Legal obligation: where processing is required to meet tax, accounting, insurance, safety, or other legal obligations.
Legitimate interests: where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, and record keeping.
Consent: where we rely on your permission for a specific activity, such as optional marketing communications or processing any special category data where required.

If we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties when necessary to provide our services or manage our business. These parties act either as data processors or independent controllers, depending on the context.

Processors may include:

Payment service providers who process payments securely on our behalf.
Accounting and bookkeeping providers who help manage invoices, receipts, and tax records.
IT, email, storage, and software providers who host or support our systems.
Customer management or scheduling tools used to organise bookings and service operations.
Professional advisers such as insurers, accountants, or legal advisers where needed.
Subcontracted service providers where required to complete a booking or delivery safely and efficiently.

Where we use processors, we ensure they are bound by written contracts requiring them to keep personal data secure, process it only on our instructions, and comply with data protection law.

We may also disclose information where required by law, court order, lawful request, or to protect our rights, staff, customers, or property.

5. International Transfers

Some of our processors may store or access data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections required by law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

Quotation and enquiry records: typically retained for a limited period to manage follow-up and business records.
Booking, service, and invoice records: retained for the period needed to complete the service and meet tax and accounting obligations.
Complaint and correspondence records: retained for a reasonable period to handle disputes, improve service, or defend legal claims.
Security and fraud-related records: retained only as long as necessary for investigation and prevention purposes.

When data is no longer required, we securely delete, anonymise, or otherwise dispose of it.

7. Your Rights

Under data protection law, you have rights regarding your personal data. These 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 the way we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.

Please note that some rights may not apply in every case, as exemptions may exist under data protection law. If you exercise a right, we may need to verify your identity before responding.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of records. While no system can be completely secure, we take data protection and security seriously and regularly review our practices.

9. Data from Third Parties

In some cases, we may receive personal data from third parties such as referral partners, payment platforms, or someone arranging a service on your behalf. We treat this information in accordance with this Privacy Policy and only use it for the relevant service or administrative purpose.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking or service request. Where we become aware that we have collected such data without an appropriate lawful basis, we will take reasonable steps to delete it.

11. Automated Decision-Making

We do not use personal data for automated decision-making that has legal or similarly significant effects on you. If this changes, we will update this policy and provide any required information about the logic involved and your rights.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The latest version will apply from the date shown above. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Approach

In summary, Man With A Van Manor House only collects personal data that is necessary to provide services safely and effectively. We rely on clear lawful bases, keep data only as long as needed, work with trusted processors under contract, and respect the rights of every customer. Our aim is to handle all personal information with care, transparency, and accountability.

By using our services, requesting a quote, or communicating with us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.