Privacy Policy - Collierswood Man And Van

This Privacy Policy explains how Collierswood Man And Van collects, uses, shares, stores, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Collierswood Man And Van customers in the area, including individuals, households, landlords, tenants, and business customers who use our services locally.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a lawful basis to do so, and we aim to be transparent about what data we collect and why.

1. Who We Are

Collierswood Man And Van provides moving and transport services. In the course of carrying out bookings and service delivery, we may collect and use personal data relating to customers, recipients, property owners, tenants, business contacts, and other individuals connected with a move.

Important: This policy is intended to set out our general privacy practices for customers in the local area and should be read alongside any service terms, booking confirmations, or consent notices provided at the time of use.

2. Personal Data We Collect

We may collect the following types of personal data:

Identity information such as your name or the name of a business contact.
Contact information such as address details and any communication details you provide in connection with a booking.
Booking and service details including move dates, pickup and drop-off locations, property access notes, inventory information, and service instructions.
Payment-related information where relevant to taking payment, issuing invoices, or processing refunds.
Correspondence such as messages, notes, or complaint records.
Technical information that may be collected through our systems, such as device or usage data where needed for security, troubleshooting, or service improvement.
Special category data only where strictly necessary and lawfully permitted, for example if you voluntarily provide information about access requirements, health-related needs, or vulnerability considerations that affect service delivery.

We aim to collect only data that is relevant and proportionate to the services being delivered.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, make bookings, and arrange moving services.
To carry out collections, deliveries, and transport safely and efficiently.
To communicate about appointments, service changes, and operational updates.
To issue invoices, process payments, and manage account records.
To handle complaints, disputes, and customer support requests.
To maintain internal records, improve service quality, and manage our business.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our rights, staff, property, and customers from fraud or misuse.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid lawful basis and, where required, have informed you.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under UK GDPR. Depending on the context, our lawful bases may include:

Contract – processing is necessary to provide a quote, make a booking, or perform the moving service you request.
Legal obligation – processing is necessary to meet tax, accounting, record-keeping, or other legal duties.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing operations, maintaining records, preventing fraud, and improving services, where these interests are not overridden by your rights and freedoms.
Consent – in limited cases, where we rely on your consent, such as for certain optional communications or specific categories of data, you may withdraw consent at any time.
Vital interests – in rare situations, we may process data to protect someone’s life or physical safety.

If we process special category data, we will do so only where an additional condition under data protection law applies, and only if it is genuinely necessary.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where needed to run our business and deliver services. These third parties act as processors when they process data on our behalf and under our instructions.

Examples of processors or recipients may include:

Payment service providers used to process card or electronic payments.
Accounting or invoicing software providers.
IT, cloud storage, or communication service providers.
Administrative and customer record management services.
Insurance providers, legal advisers, or professional advisers where necessary.
Public authorities, law enforcement, or regulators where required by law.

We require processors to handle personal data securely, use it only for the agreed purpose, and comply with applicable data protection law. We do not sell personal data.

Strong safeguards: Where data is shared, we aim to ensure appropriate contractual, technical, and organisational measures are in place to protect it.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the reason for processing.

In general, we may retain:

Booking and service records for a period needed to manage services, respond to complaints, and maintain business records.
Financial and tax records for the period required by accounting and tax laws.
Correspondence and complaint records for a reasonable time after the matter is closed.
Security or incident records for as long as needed to investigate or defend claims.

When data is no longer needed, we will take steps to delete, anonymise, or securely destroy it.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and supplier controls.

While we work to protect your data, no system can be guaranteed to be completely secure. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will deal with it in line with legal requirements.

8. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data, subject to certain legal limits and exemptions:

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 – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – you can request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled properly.

9. Children’s Data

Our services are generally directed to adults arranging removals or transport. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and is provided by an adult with responsibility for the matter.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, services, or business practices. Any updated version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

11. Summary of Key Points

We collect only the data needed to provide moving and transport services.
We process personal data under lawful bases such as contract, legal obligation, legitimate interests, and consent where applicable.
We share data only with trusted processors or where required by law.
We keep data only as long as necessary and then securely delete or anonymise it.
You have rights over your personal data, including access, correction, deletion, objection, and restriction.

This Privacy Policy is designed to support fair, transparent, and lawful handling of personal data for all Collierswood Man And Van customers in the area. By using our services, you acknowledge that your personal data may be processed as described in this policy.