Privacy Policy - Man With Van Temple

This Privacy Policy explains how Man With Van Temple collects, uses, stores, shares, and protects personal data when providing removals, delivery, man and van, and related transport services. It applies to all Man With Van Temple customers in the area, including individuals and businesses who request quotations, make bookings, communicate with us, or otherwise use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Temple acts as the data controller for the personal data described in this policy. This means we determine why and how personal data is processed when we provide our services, manage enquiries, arrange transport, issue invoices, and maintain business records.

2. Personal Data We Collect

We collect only the information needed to operate our services properly and efficiently. The categories of personal data we may collect include:

Identity data such as your name and title.
Contact data such as your phone number and email address.
Service details including pickup and delivery addresses, access information, item descriptions, booking dates, and special handling requirements.
Billing and payment data such as invoice details, transaction references, and payment status.
Communication records including messages, call notes, complaint details, and other correspondence.
Technical data such as basic device or browser information if you interact with us through digital channels.
Operational data such as job schedules, delivery confirmations, and evidence needed for service completion.

We do not seek to collect special category data unless it is necessary and you choose to provide it. If such data is accidentally disclosed to us, we will treat it with appropriate care and only process it where permitted by law.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide information needed for delivery or access arrangements;
make a payment or receive an invoice;
submit feedback, make a complaint, or ask a question.

We may also receive personal data from third parties where necessary for service delivery, such as from a business customer, landlord, property manager, payment provider, or another person acting on your behalf.

4. Why We Use Your Data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan and carry out removals, deliveries, and related services;
to contact you about your booking or service updates;
to manage payments, invoices, refunds, and accounting records;
to respond to enquiries, complaints, and customer support requests;
to meet legal, tax, and regulatory obligations;
to maintain accurate business records;
to defend or establish legal claims where needed;
to improve our services and internal operations.

We only process your data where there is a valid lawful basis for doing so.

5. Lawful Basis for Processing

Under data protection law, we rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals or deliveries, and managing payments.

Legal Obligation

We process data where we must comply with a legal requirement, such as tax, accounting, insurance, fraud prevention, or record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, customer support, internal record management, and protecting our business from misuse or fraud.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific use not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

6. Sharing Your Data and Processors

We may share personal data only when necessary and only with parties who help us provide and manage our services. These may include processors and other third parties acting on our behalf. Processors only process data under our instructions and are required to keep it secure.

Examples of processors and service providers may include:

Payment processors that handle card or online payments;
Accounting or bookkeeping providers that assist with invoicing and financial records;
IT and cloud service providers that store or secure operational data;
Communication providers that support phone, email, or messaging functions;
Administrative support services that help manage bookings or customer records.

We may also disclose personal data where required by law, to legal advisers, insurers, or public authorities, or in connection with a dispute, claim, or business transfer. We do not sell your personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the context in which it was collected.

In general:

booking and service records are kept for a period needed to manage the contract and handle queries;
financial and tax records are retained for the period required by law;
complaint and dispute records may be kept longer where necessary to establish or defend legal claims;
unnecessary or outdated personal data is securely deleted or anonymised.

When data is no longer needed, we will take reasonable steps to delete, destroy, or anonymise it in a secure way.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis. While no system is completely secure, we work to ensure that personal data is protected proportionately to the risks involved.

9. Your Rights

Depending on the circumstances, 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 correct inaccurate or incomplete data.
Right to erasure to request deletion of your data where legally applicable.
Right to restriction to limit how we use your data in certain situations.
Right to object to processing based on legitimate interests.
Right to data portability to receive certain data in a structured, commonly used format.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you are dissatisfied with the way we process personal data, you may complain to the relevant data protection authority in your jurisdiction. We encourage you to contact us first so that we can try to resolve the matter.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement and provided by an appropriate adult. If we become aware that we have collected data from a child without proper authority, we will take steps to remove it where required.

11. International Transfers

If any service provider processes personal data outside the UK, we will take appropriate steps to ensure that it is protected to a standard that is essentially equivalent to UK data protection requirements. This may include using approved safeguards and contractual protections where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how we use personal data.

13. Summary of Key Points

In short: we collect only the data needed to provide moving and transport services, use it under lawful bases such as contract, legal obligation, legitimate interests, and consent, retain it only as long as necessary, share it only with trusted processors or when legally required, and respect your data protection rights. This policy applies to all Man With Van Temple customers in area.

Last updated: current policy version.