Privacy Policy - Man And Van Ickenham

This Privacy Policy explains how Man And Van Ickenham collects, uses, stores, and protects personal data. It applies to all Man And Van Ickenham customers in the area, including individuals, households, and business clients who use our removal, delivery, and transport services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect and use personal data where it is necessary to provide our services, manage our business, meet legal obligations, and improve customer experience.

1. Who We Are

Man And Van Ickenham is a service provider operating in the local area and supporting customers with moving, transportation, and related services. For the purposes of data protection law, we act as a data controller in relation to the personal data we collect and process for our own business purposes.

This means we decide why and how your personal data is used, and we are responsible for ensuring that your information is handled securely and in accordance with applicable data protection laws.

2. Personal Data We Collect

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

Identity data: full name, title, and any details needed to identify you as a customer or service user.
Contact data: address, email address, telephone number, and any preferred communication details.
Service details: information about your move, delivery, collection, or other requested service, including dates, locations, access requirements, inventory, and special handling instructions.
Payment data: payment-related information necessary to process transactions, issue invoices, and maintain accounting records.
Communication data: messages, enquiries, complaints, feedback, and records of discussions with us.
Technical data: basic device, browser, and usage information if you interact with our digital systems or online booking forms.
Legal and compliance data: records needed to meet regulatory, tax, insurance, or contractual requirements.

We do not intentionally collect more personal data than is needed for the purposes described in this policy. Where possible, we limit the information requested to what is necessary to provide a safe and efficient service.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotations, confirm bookings, and deliver our services;
to communicate with you about your service request or existing booking;
to process payments, send invoices, and maintain financial records;
to manage scheduling, logistics, and service planning;
to handle customer support, complaints, and follow-up matters;
to improve the quality, safety, and efficiency of our services;
to comply with legal, tax, accounting, and insurance obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that doing so is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of personal data we process. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging your move, confirming service details, processing payment, and completing agreed work.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving services, managing operations, preventing fraud, and maintaining business records.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, insurance, employment, or other regulatory duties.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communication is involved or where consent is specifically needed by law. Where we rely on consent, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate for the service you have requested.

5. Sharing Your Personal Data

We may share personal data with trusted third parties, known as processors or other service providers, where they assist us in delivering our services or managing our business. These third parties are required to process data only on our instructions and to protect it appropriately.

Examples of processors may include:

payment service providers;
accounting and bookkeeping providers;
IT and cloud storage providers;
customer communication tools or booking systems;
professional advisers such as insurers, legal advisers, or auditors;
subcontractors or operational partners who support service delivery.

We may also disclose personal data where required by law, for example to a regulator, court, law enforcement authority, or tax authority.

We do not sell personal data. Any sharing is limited to what is necessary and proportionate for the relevant purpose.

6. International Transfers

If any service provider processes personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to a standard consistent with UK GDPR requirements.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the context in which it was collected.

In general:

customer and service records are kept for the period needed to manage the relationship and any follow-up matters;
financial and transaction records are retained for the duration required by tax and accounting law;
communications and complaints may be retained for a reasonable period to resolve disputes and maintain service records;
where data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in line with our retention procedures.

We regularly review records to ensure personal data is not kept longer than necessary.

8. Data Security

We use appropriate 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 careful management of service records.

While no system can be guaranteed to be completely secure, we take reasonable and proportionate steps to safeguard the information entrusted to us.

9. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: you may request a copy of the personal data we hold about you;
Right to rectification: you may ask us to correct inaccurate or incomplete data;
Right to erasure: in certain cases, you may request deletion of your personal data;
Right to restriction: you may ask us to limit how we use your data in certain circumstances;
Right to object: you may object to processing based on legitimate interests in some situations;
Right to data portability: you may request that certain information be provided in a structured, commonly used format;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may only apply in certain situations. If you exercise a right, we may need to verify your identity and assess whether the request is legally applicable.

We will respond to valid requests within the time limits required by law.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a service booking or lawful business activity, and only with appropriate care and lawful basis.

11. 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 updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Our Commitment

Man And Van Ickenham is committed to respecting privacy and protecting personal data. We aim to be transparent about what information we collect, why we need it, and how long we keep it. Our approach is based on minimising data use, keeping records secure, and ensuring that all processing is lawful and proportionate.

This Privacy Policy applies to all Man And Van Ickenham customers in the area and forms part of our commitment to responsible and compliant service delivery. By using our services, you acknowledge that your personal data may be processed as described in this policy, subject always to your legal rights and applicable data protection law.