Privacy Policy - Man With Van Arkley

This Privacy Policy explains how Man With Van Arkley collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Arkley customers in the area, including prospective customers, service users, and individuals who communicate with us in connection with our moving and transport services. 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.

1. Who We Are

For the purposes of data protection law, Man With Van Arkley is the data controller of the personal data described in this policy. This means we decide how and why your personal data is used when you request, book, or receive our services. We take privacy seriously and only process personal information where there is a valid legal basis to do so.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information, such as your name and title.
Contact details, such as address, email address, and telephone number.
Service information, such as delivery and collection addresses, item details, access requirements, booking preferences, and move dates.
Communication records, including enquiries, messages, complaints, and service feedback.
Transaction and billing data, such as payment status, invoicing details, and records of services provided.
Technical data, where applicable, such as basic website or device information if you interact with our online systems.
Special category data only if you choose to share it with us and where it is necessary for a specific request, for example accessibility considerations that relate to the service.

We do not deliberately collect more data than is necessary. If you provide information that is not required for the service, we will only use it where there is a lawful reason to do so.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and deliver moving services.
To communicate with you before, during, and after a service.
To process payments and maintain accounting records.
To handle complaints, disputes, or claims.
To improve our service quality and customer experience.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, customers, staff, and property from fraud or misuse.

We will only use your data in a way that is compatible with the original purpose for which it was collected, unless a new lawful basis applies.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering services, and managing payments.

Legal Obligation

We may process data where required to meet legal obligations, such as keeping accounting records, meeting tax requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include maintaining records, improving services, preventing fraud, and resolving disputes. When we rely on this basis, we consider the balance between our interests and your privacy.

Consent

In limited cases, we may ask for your consent, especially where processing is optional or relates to certain types of marketing or special information. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We do not sell your personal data. We may share it only where necessary and proportionate for the delivery of our services, legal compliance, or business operations.

We may use third-party processors to process personal data on our behalf. These processors are bound by contractual obligations to keep your data secure and to act only on our instructions. Examples may include:

IT and hosting providers that support email, storage, or record management systems.
Payment service providers that process transactions securely.
Accounting or bookkeeping providers that help manage financial records.
Customer communication tools used to manage enquiries and service updates.
Professional advisers, such as insurers, lawyers, or accountants, where necessary.

We may also disclose personal data if required by law, court order, regulatory request, or to protect the rights, safety, or property of Man With Van Arkley, our customers, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected. Retention periods depend on the type of information and the reasons for processing it.

Enquiry and quote information may be kept for a limited period to manage follow-up queries and business records.
Booking and service records are retained for as long as needed to complete the service and address any post-service issues.
Financial and tax records are kept for the period required by law and standard accounting practice.
Complaint and claims records may be kept longer where necessary to establish, exercise, or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to reflect the nature of the data and the risks involved. While no method of transmission or storage is completely secure, we aim to maintain a level of protection that is suitable and reasonable for the information we process.

Security is supported by access controls, limited data access on a need-to-know basis, and internal procedures intended to reduce privacy risks.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and legal basis for processing:

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 information.
Right to erasure - to request deletion of your data in certain situations.
Right to restrict processing - to ask us to limit how we use your data in certain cases.
Right to data portability - to receive certain data in a structured, commonly used format.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so that we can address them where possible.

9. 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 the course of providing a service and with appropriate authorisation from a parent, guardian, or responsible adult. Where we become aware that we have collected data inappropriately, we will take steps to delete it where required.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. Any such transfer will be managed carefully and only where necessary for service delivery or operations.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised 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 information is handled.

12. Summary of Our Commitment

Man With Van Arkley is committed to processing personal data in a way that is lawful, transparent, and limited to what is necessary for providing reliable moving services. We collect only the information needed to manage enquiries, bookings, and service delivery; we share data only where necessary with trusted processors; and we retain data for only as long as required by law or business need. Your privacy matters to us, and we aim to ensure that every customer in the area receives a service that respects both security and data protection rights.