Privacy Policy - Man With Van Heston

This Privacy Policy explains how Man With Van Heston collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Heston customers in the area, including prospective customers, current customers, and anyone who contacts us about a service. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Heston provides removal and van services for residential and commercial customers. In the course of delivering these services, we act as a data controller for the personal data we collect and determine how and why it is used. This policy applies to information collected from customers, suppliers, and other individuals whose data is processed in connection with our services.

2. Personal Data We Collect

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

Identity data such as name, title, and any business name provided.
Contact data such as address, email address, and telephone number.
Service details including pickup and delivery locations, preferred dates, inventory details, and special handling instructions.
Payment and billing data where applicable, such as invoice information and transaction records.
Communication data including messages, enquiries, feedback, complaints, and records of correspondence.
Technical data such as basic device and usage information when you interact with our online systems or digital forms, if used.
Operational data related to access arrangements, parking details, property notes, or delivery instructions needed to complete a move safely and efficiently.

We aim to collect only the information that is necessary for the provision of our services and for meeting legal or operational requirements. Where possible, we reduce the amount of data collected to what is strictly needed.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, manage, and complete moving or transport services.
To communicate about bookings, changes, delays, and service updates.
To process payments, send invoices, and keep financial records.
To maintain internal records and service history.
To handle complaints, disputes, or claims.
To meet legal, regulatory, tax, and accounting obligations.
To improve our services, systems, and customer experience.

We only process personal data for specified and legitimate purposes. We do not use your information in ways that are incompatible with the purpose for which it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, completing services, and dealing with related communications.

Legal Obligation

We may process data where required to comply with tax, accounting, fraud prevention, safety, or other legal obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include record keeping, customer service, service improvement, and internal administration.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These third parties act as processors when they process data on our behalf and under our instructions. Examples may include:

Payment service providers and accounting support services.
IT, hosting, storage, and software providers.
Administrative and communication service providers.
Professional advisers such as accountants or legal advisers.
Authorities, regulators, or law enforcement where required by law.

We take reasonable steps to ensure that any processor we use provides sufficient guarantees regarding data protection, confidentiality, and security. Processors are only allowed to use personal data for the specific tasks we instruct them to perform. We do not sell personal data.

6. International Transfers

If any service provider processes data outside the UK, we will take steps to ensure appropriate safeguards are in place. This may include approved contractual protections or other lawful transfer mechanisms, where applicable.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

Booking and service records may be kept for a period necessary to manage the contract and any follow-up issues.
Financial and tax-related records may be retained for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve issues and demonstrate compliance.

When personal data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it safely. Retention is based on legal necessity, business need, and proportionality.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved in processing it. While no system can be guaranteed as completely secure, we work to maintain a high standard of protection.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing relies on consent.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from individuals under the age of 16 unless it is necessary in connection with a service arrangement and provided by a responsible adult where appropriate. If we become aware that we have collected such data without a lawful basis, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Heston is committed to processing personal data lawfully, securely, and only for clear business purposes. We respect your privacy, limit data collection to what is necessary, use trusted processors where needed, retain data only for appropriate periods, and uphold your rights under UK GDPR. This policy applies to all Man With Van Heston customers in area and is intended to provide clear, transparent information about how your personal information is managed.

Privacy, transparency, and accountability are central to how we operate. If you use our services, you can expect your information to be treated with care, used responsibly, and protected in accordance with applicable data protection law.