Privacy Policy - Man And Van Pinner

This Privacy Policy explains how Man And Van Pinner collects, uses, stores, shares, and protects personal data in relation to its services. It applies to all Man And Van Pinner customers in the area, including individuals who enquire about, book, receive, or otherwise use our services. We are committed to processing personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who this Policy Applies To

This Policy applies to customers, prospective customers, household members, business clients, and any other individuals whose personal data is processed when arranging or receiving services from Man And Van Pinner. It also applies where we process data relating to delivery locations, access details, collection points, and service instructions connected with our operations in the area.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Identity data: name, title, and, where required, business name.
Contact data: email address, telephone number, and address details.
Booking and service data: move dates, item descriptions, access notes, pickup and drop-off locations, and service preferences.
Payment and transaction data: billing records, payment status, and transaction references.
Communication data: enquiries, complaints, feedback, and correspondence.
Technical data: basic device and usage information where collected through online communications or booking tools.
Special instructions: any notes you choose to provide that help us carry out the service safely and efficiently.

We do not intentionally collect more information than is needed. We ask that customers avoid providing unnecessary sensitive information unless it is strictly relevant to the service being arranged.

3. How We Use Personal Data

We use personal data to manage service requests and to support our legitimate business operations. This includes:

responding to enquiries and providing quotations;
confirming bookings and arranging service delivery;
planning routes, access, timing, and logistics;
issuing invoices and processing payments;
communicating updates, changes, or service-related notices;
handling complaints, claims, and disputes;
maintaining business records and internal administration;
meeting legal, regulatory, tax, and accounting obligations;
improving service quality, reliability, and customer experience.

Where appropriate, we may also use data to protect our business, staff, and customers against fraud, misuse, or unlawful activity.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging services, processing payments, and communicating about the service.

Legal Obligation

We may process personal data to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

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

Consent

In limited cases, we may rely on consent, for example where explicit permission is required for certain types of communication or optional processing. Where we rely on consent, you have the right to withdraw it at any time.

5. Sharing Data and Processors

We may share personal data only when necessary and only with trusted third parties that help us operate our business. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors or third parties may include:

IT and cloud service providers: for secure storage, backup, and communication systems;
Payment service providers: for handling card or electronic payments;
Accounting and bookkeeping providers: for financial administration and compliance;
Customer administration tools: for managing bookings, notes, and service records;
Professional advisers: such as accountants, insurers, or legal advisers where needed;
Public authorities: where disclosure is required by law or necessary to protect rights and safety.

We require processors to handle personal data securely, to use it only on our instructions, and to implement appropriate technical and organisational measures. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as it is needed for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of data and the reason for processing.

In general:

booking and service records may be retained for a period needed to manage the service relationship and any follow-up issues;
financial records are typically retained for legal and accounting purposes;
communication records may be retained for complaint handling, service improvement, and audit purposes;
data no longer required is securely deleted, anonymised, or otherwise disposed of.

When deciding retention periods, we consider legal requirements, the nature of the relationship, potential claims, and the need to demonstrate compliance. We regularly review records to ensure they are not kept longer than necessary.

7. Data Security

We take appropriate steps to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality expectations, and careful handling of records.

While no system can be guaranteed completely secure, we aim to keep all data processing proportionate to the risks involved and to maintain a level of protection that is suitable for the nature of the information we process.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we ensure that suitable safeguards are in place where required by law. These safeguards may include contractual protections or transfers to jurisdictions that are recognised as providing an adequate level of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal exemptions or limitations, but we will always consider and respond to requests appropriately. Your rights include:

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 data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit the way we use your data in certain situations.
Right to data portability: to request transfer of certain data to you or another controller.
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 may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have not been respected. We encourage you to raise concerns directly with us first so that we can seek to resolve them promptly.

10. Children’s Data

Our services are intended for adults arranging removals, transport, or related support. We do not knowingly collect personal data from children except where it is unavoidably included in service-related information provided by an adult customer. If we become aware that data has been collected inappropriately, we will take steps to delete or protect it as required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process personal data. Where changes are material, we will take reasonable steps to ensure customers are aware of them. The latest version will always apply from the date it is issued.

12. Summary of Our Approach

Man And Van Pinner is committed to handling personal data responsibly, transparently, and lawfully. We collect only the information needed to provide services, use it for legitimate and clearly defined purposes, keep it only for as long as necessary, and share it only with trusted processors or where legally required. Your privacy matters, and we aim to respect your rights at every stage of our relationship with you.