Privacy Policy - Man With Van Honoroak

This Privacy Policy explains how Man With Van Honoroak collects, uses, stores, shares, and protects personal data in connection with our services. It applies to all Man With Van Honoroak customers in area, including individuals, households, landlords, tenants, and businesses who arrange or receive removals, deliveries, collection services, packing support, and related moving services from us. We are committed to handling personal data in a lawful, fair, and transparent way, in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Honoroak provides local and regional moving services, including item transport, van hire with driver, loading and unloading, furniture delivery, and similar logistics services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use about our customers and prospective customers.

2. Personal Data We Collect

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

Identity data: name, title, and, where relevant, business name.
Contact data: address, email address, telephone number, and moving or collection locations.
Booking details: preferred dates, service type, access requirements, inventory lists, and special handling instructions.
Payment data: payment status, transaction records, invoice details, and billing information.
Service correspondence: messages, call notes, complaints, reviews, and communications relating to bookings or queries.
Technical data: limited device or usage data if you communicate with us electronically, such as basic logs needed for security or troubleshooting.
Special category data: we do not intentionally collect special category data. However, you may voluntarily share information that reveals health or accessibility needs. If this occurs, we will only use it where necessary and with appropriate safeguards.

We do not knowingly collect more information than is required to arrange and complete our services. Please avoid sharing unnecessary personal details unless they are relevant to your booking or service requirements.

3. How We Collect Personal Data

We collect personal data directly from you when you request a quote, make a booking, confirm service details, ask a question, or make a payment. We may also receive data from:

third parties acting on your behalf, such as family members, landlords, agents, or business representatives;
payment providers and accounting systems used to process transactions;
referral partners or lead sources where you have expressed interest in our services;
publicly available sources, where necessary to verify business or delivery information.

Where information is provided by someone else, we expect that person to have the lawful right to share it with us. We will use the data only for the purposes explained in this policy.

4. How We Use Your Data

We use personal data for the following purposes:

to provide quotations, arrange bookings, and deliver moving services;
to communicate with you about schedules, access arrangements, and service updates;
to process payments, issue invoices, and keep financial records;
to manage customer support, complaints, and service follow-up;
to maintain business records and protect against fraud, misuse, or legal claims;
to improve our operations, service quality, and customer experience;
to comply with legal and regulatory obligations, including tax and accounting requirements.

We will only use your personal data where we have a lawful basis to do so and where the use is necessary for a legitimate business purpose or legal requirement.

5. Lawful Basis for Processing

Under the UK GDPR, we rely on the following lawful bases for processing personal data:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes handling booking details, carrying out the service, and managing payments.

Legal obligation

We may process data where required to comply with legal duties, such as accounting, tax recordkeeping, fraud prevention, or responding to lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where your rights do not override those interests. This may include managing our business, improving services, preventing misuse, maintaining records, and handling customer communications. We always assess whether our legitimate interests are balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information that is not strictly necessary for the service or where additional permissions are required. If consent is used, you may withdraw it at any time.

6. Sharing Your Data and Processors

We do not sell personal data. We may share it only when necessary and only with trusted third parties who act as data processors or independent controllers, depending on the situation. These may include:

Payment processors: to handle card or electronic payments securely.
Accounting and invoicing providers: to maintain financial records and manage billing.
IT and cloud service providers: to store data, maintain systems, and support secure communications.
Communication tools: for sending service updates or responding to enquiries.
Subcontracted movers or drivers: where required to complete a booking or related logistics task.
Professional advisers: such as accountants, insurers, or legal advisers when needed.
Public authorities: where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, they are required to handle personal data only on our instructions, keep it secure, and use appropriate technical and organisational measures. We take reasonable steps to ensure that any processor we engage is suitable for the data they handle.

7. Data Retention

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

Booking and service records are generally retained for a period needed to manage the contract, resolve disputes, and maintain business records.
Payment and invoice records are retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for longer where needed to evidence service history or handle claims.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We review retention regularly to ensure we do not keep data for longer than necessary.

8. Data Security

We take the security of personal data seriously and use appropriate measures to reduce the risk of loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and careful selection of processors. No method of transmission or storage is entirely risk-free, but we aim to use proportionate safeguards based on the nature of the data.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as approved transfer mechanisms or adequacy protections, to preserve your data protection rights. We only permit such transfers where necessary and lawful.

10. Your Rights

Depending on the circumstances, you have a number of rights under data protection law:

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 data in certain situations.
Right to restriction: to ask us to limit how we use your data in certain circumstances.
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 where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

These rights are not absolute. They may be subject to legal limitations, exemptions, or our need to retain records for contractual or regulatory purposes. If you wish to exercise any of your rights, we will respond in accordance with applicable law and within the required time limits.

11. Marketing

We do not send unsolicited marketing without a lawful basis. Where we do use marketing communications, we will do so in a lawful manner and give you the ability to opt out where required. You can object to direct marketing at any time, and we will stop using your data for that purpose.

12. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect data from children except where it is incidental to a booking and necessary for the service. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it or apply appropriate protections.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

14. Summary of Our Commitment

Man With Van Honoroak is committed to respecting privacy, protecting personal information, and using data only for clear and lawful purposes. We collect only what is needed, keep it no longer than necessary, and share it only with trusted parties where required to deliver our services or comply with the law. By using our services, you acknowledge that your personal data will be handled in accordance with this policy and applicable data protection legislation.