Privacy Policy - Man With Van Ruxley

Man With Van Ruxley is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving and van services. It applies to all Man With Van Ruxley customers in the area, including individuals who request quotes, book services, communicate with us, or otherwise engage with our business.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man With Van Ruxley acts as the data controller for the personal data we process in the normal course of providing our services. This means we decide how and why your personal information is used. We take data protection seriously and aim to ensure that all personal information is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information necessary to provide our moving and transport services, manage bookings, respond to enquiries, and meet legal or contractual obligations. The types of personal data we may collect include:

Identity details such as your name and title;
Contact details such as address, telephone number, and email address;
Service details including move date, collection and delivery addresses, inventory information, access notes, and job instructions;
Payment-related information such as billing records and transaction references;
Communication records including emails, messages, and notes from phone calls;
Technical data where applicable, such as basic device or website usage information if you contact us through digital channels;
Special category data only if you voluntarily provide it and only where necessary, for example information about accessibility requirements that may affect the moving service.

We do not intentionally collect more data than is required. Please avoid sending unnecessary sensitive information unless it is relevant to the service and you want us to consider it.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and estimate service requirements;
To arrange, confirm, and carry out moving services;
To communicate with you before, during, and after the service;
To manage billing, payments, and accounting;
To respond to complaints, queries, or service issues;
To maintain internal records and improve our operations;
To comply with legal, tax, and regulatory obligations;
To prevent fraud, misuse, or security incidents;
To defend or establish legal claims where necessary.

We will only process your information for legitimate business purposes connected to our services and in line with data protection law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. The lawful bases we rely on may include:

Contract

Contract is the main basis we rely on when processing data that is necessary to provide a quote, accept a booking, and deliver our moving services. Without this information, we may be unable to complete the service.

Legal Obligation

We may process certain records to comply with legal duties, including tax, accounting, and record-keeping requirements, or where disclosure is required by law.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, quality control, fraud prevention, security, business management, and handling customer enquiries.

Consent

In limited situations, we may rely on your consent, especially where you provide optional information or agree to specific communications. If consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

5. Data Sharing and Processors

We may share your personal data with trusted third parties, but only when necessary for service delivery, legal compliance, or business operations. These third parties act as processors or independent controllers depending on the context.

Processors may include:

Payment processing providers;
Accounting and bookkeeping services;
IT support and secure data storage providers;
Email, messaging, or communication service providers;
Scheduling or customer management tools;
Subcontracted movers or logistics partners where required to complete the job.

We require our processors to handle data securely, to act only on our instructions where applicable, and to comply with data protection obligations. We do not sell your personal data.

We may also disclose information if necessary to law enforcement, regulators, courts, insurers, or legal advisers, or if required to protect our rights, property, staff, customers, or the public.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal, tax, accounting, or operational requirements. Retention periods may vary depending on the nature of the information and the service provided.

In general:

Quote enquiries may be kept for a limited period if no booking follows, to allow for follow-up or dispute handling;
Customer and service records are kept for as long as needed to manage the service, deal with claims, and maintain accurate business records;
Financial and invoicing data are retained for the period required under tax and accounting law;
Complaint and correspondence records may be retained longer if needed to resolve disputes or defend legal claims.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted data access. While no system can be guaranteed 100% secure, we take reasonable steps to safeguard the data entrusted to us.

8. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may apply in different circumstances and are subject to legal exceptions. They include:

The right to be informed about how your data is used;
The right of access to obtain a copy of the personal data we hold about you;
The right to rectification if your data is inaccurate or incomplete;
The right to erasure in certain circumstances, sometimes called the right to be forgotten;
The right to restrict processing in certain situations;
The right to data portability for information you have provided to us where processing is based on consent or contract and carried out by automated means;
The right to object to processing based on legitimate interests or to direct marketing, where applicable;
Rights relating to automated decision-making, where such processing is used.

If you wish to exercise any of these rights, we will respond in accordance with data protection law. You may need to verify your identity before we can act on your request.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a household move and necessary for the service. If we become aware that we have collected personal data from a child inappropriately, we will take reasonable steps to delete it.

10. International Transfers

Where any service provider processes data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your personal data in line with applicable law. These safeguards may include adequacy regulations or approved contractual protections.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their data is protected.

12. Summary of Our Commitments

Man With Van Ruxley will only collect and use personal data where it is necessary, lawful, and proportionate. We aim to keep your information accurate, secure, and confidential, and to retain it only for as long as required. We use processors carefully, respect your rights, and apply this policy to all customers in the area who use our services.

This Privacy Policy is intended to reflect general GDPR principles and the practices of Man With Van Ruxley. It is written to be clear, fair, and transparent for all customers.