Privacy Policy - Man With Van Millhill

This Privacy Policy explains how Man With Van Millhill collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man With Van Millhill customers in the area, including anyone who makes an enquiry, books a service, receives a quotation, or otherwise interacts with our business. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is necessary for legitimate business purposes, and we aim to keep all data accurate, secure, and limited to what is required.

1. Data We Collect

We may collect personal data directly from you, from third parties acting on your behalf, or from information generated during the performance of our services. The data we collect depends on the nature of your enquiry and the services requested.

Information you provide

Identity details such as your name and title.
Contact details such as telephone number, email address, and postal address.
Service information including collection and delivery addresses, preferred dates, item descriptions, access details, and any special instructions.
Payment-related information such as billing details and transaction records.
Communication records including emails, messages, booking notes, and complaint correspondence.
Identification or verification data where needed to confirm service details, prevent fraud, or meet legal requirements.

Information collected automatically

When you interact with us, we may also collect limited technical and operational data, such as timestamps of communications, service history, and records of bookings or amendments. If digital tools are used in the course of operations, these may capture device-related or usage data that helps us manage services, maintain security, and improve efficiency.

Information from third parties

We may receive personal data from payment providers, subcontractors, insurers, professional advisers, or customers who are arranging services on behalf of another person. In such cases, we rely on those parties to ensure they have the right to share the data with us.

2. How We Use Personal Data

We use personal data only for legitimate business purposes connected to our moving and transport services. These purposes include:

providing quotations and managing bookings;
planning and carrying out removals, deliveries, and related services;
communicating with customers before, during, and after a service;
processing payments and maintaining financial records;
handling complaints, insurance matters, and service disputes;
meeting legal, tax, and regulatory obligations;
protecting against fraud, misuse, or unlawful activity;
maintaining internal records and improving service quality.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, arranging collections and deliveries, and issuing invoices.

Legal obligation

We may process personal data where necessary to comply with legal duties, such as tax recordkeeping, accounting requirements, insurance obligations, or lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving services, preventing fraud, maintaining security, and keeping accurate records. We always consider whether the processing is proportionate and relevant.

Consent

In limited situations, we may rely on your consent, for example where it is specifically required by law or where we wish to use information for a purpose not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors or service providers, where necessary for our operations. These parties are required to process data only on our instructions, keep it secure, and comply with applicable data protection law.

Examples of processors or recipients may include:

IT and cloud service providers used for secure storage, email, scheduling, or data management;
Payment processors that handle card or electronic payments;
Accountants and professional advisers for tax, legal, or financial compliance;
Insurance providers and claims handlers where a claim or incident must be managed;
Subcontractors or operational partners assisting with service delivery under contract;
Regulatory, law enforcement, or government bodies where disclosure is required by law.

We do not sell personal data. If data must be transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations or approved contractual protections.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The retention period depends on the type of information and the reason for processing.

Quotation and booking records are normally retained for a period needed to manage the customer relationship and address any follow-up issues.
Transaction and invoice records are retained for the period required by tax and accounting law.
Complaint, claim, or dispute records may be retained for longer where needed to defend or establish legal claims.
General correspondence is kept only as long as necessary for service management and record accuracy.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. We regularly review the data we hold to ensure it is not kept longer than necessary.

6. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and appropriate data handling procedures. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the sensitivity of the data we process.

7. Your Rights

You have a number of rights in relation to your personal data under data protection law. These rights may apply subject to certain conditions 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 may request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to data portability – you may request data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by law and aim to handle requests fairly and promptly.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally included in service arrangements and necessary for legitimate operational purposes. Where such data is received, we will process it in line with this policy and only where appropriate.

9. 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 handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

10. Summary of Our Commitment

Man With Van Millhill is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to provide our services, retain it for no longer than necessary, share it only with trusted processors or where legally required, and respect the rights of every customer in the area. Our approach is designed to ensure privacy is protected at every stage of the service relationship.