Privacy Policy - Man And Van Bickley

This Privacy Policy explains how Man And Van Bickley collects, uses, stores, shares, and protects personal data in relation to its moving, delivery, removals, and related services. It applies to all Man And Van Bickley customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

Man And Van Bickley provides man and van, removals, transport, and related logistics services. In the course of delivering these services, we may process personal data about customers, recipients, property occupants, and other relevant individuals. We act as a data controller for the personal information we determine the purposes and means of processing for.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business purposes connected with providing our services, managing customer relationships, meeting legal obligations, and protecting our business operations.

Categories of data we may collect include:

Identity data: name, title, and, where relevant, business or organisation name.
Contact data: email address, telephone number, billing address, collection address, and delivery address.
Service data: details about the move or delivery, items to be transported, property access information, preferred service dates, and special instructions.
Payment data: payment status, transaction details, and limited billing information. We do not intentionally store full card details unless processed securely through a payment provider.
Communication data: messages, emails, call notes, complaint records, and service feedback.
Technical data: basic device, browser, and usage information if you interact with us electronically.
Legal and compliance data: records required for tax, accounting, insurance, dispute resolution, or fraud prevention.

We may also receive personal data from third parties where necessary to deliver services, such as estate agents, landlords, business partners, property managers, or payment providers. In such cases, we will use the data only for the purpose for which it was shared.

3. How We Use Personal Data

We use personal data to provide our services efficiently, safely, and lawfully. Typical uses include:

responding to enquiries and preparing quotations;
booking, scheduling, and carrying out moving or transport services;
communicating with customers about service arrangements or changes;
processing payments and maintaining financial records;
handling complaints, claims, and service issues;
meeting tax, accounting, insurance, and regulatory obligations;
improving our services, operations, and customer experience;
protecting against fraud, misuse, theft, or unlawful activity;
enforcing our contractual rights and managing business risk.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we are legally permitted to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. We rely on the following bases depending on the context:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out removals or deliveries, and managing related customer communications.

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 service management, record-keeping, fraud prevention, customer support, business administration, and improving service quality.

Legal Obligation

We may process data to comply with legal obligations, such as accounting, tax reporting, insurance requirements, and lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example for certain types of optional marketing communication. Where consent is used, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, manage our business, or comply with the law. Where these parties process personal data on our behalf, they act as processors and are required to protect your data and use it only under our instructions.

Examples of processors and recipients may include:

Payment providers who securely process payments and refunds;
IT and cloud service providers who store or support business systems;
Accounting and bookkeeping providers who assist with financial records and tax compliance;
Communication service providers who support email, telephone, or messaging services;
Insurance providers and claims handlers in the event of an incident;
Professional advisers such as legal or financial advisers where necessary;
Public authorities where disclosure is required by law or for legal proceedings.

We do not sell personal data. If data is transferred outside the United Kingdom, we will take appropriate steps to ensure it is protected in line with applicable law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, to meet legal or contractual obligations, and to resolve disputes or enforce agreements. Retention periods vary depending on the type of information and the reasons for holding it.

Customer and service records are generally kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Complaint, claim, or dispute records may be kept longer where needed for legal defence or insurance purposes.
Marketing records are retained until you opt out or withdraw consent, where consent applies.

When data is no longer needed, we will securely delete, destroy, or anonymise it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, password protection, and limiting data access to authorised personnel only. While no system can be guaranteed completely secure, we work to reduce risk and handle data responsibly.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you have several rights over your personal data. These rights may be subject to limitations under applicable law.

These rights may 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 data in certain situations;
Right to restrict processing: to ask us to limit how we use your data in certain circumstances;
Right to data portability: to receive certain data in a portable format where applicable;
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;
Right to complain: to raise a concern with the relevant data protection authority if you believe your rights have been infringed.

We aim to respond to valid requests within the time limits required by law. To protect privacy, we may need to verify your identity before acting on a request.

9. Marketing Communications

Where permitted, we may send limited service-related or promotional communications. If we rely on consent for any marketing, you may opt out at any time. If we send marketing based on legitimate interests, you can still object and we will stop unless we have compelling lawful grounds to continue.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with a household move or related service and with appropriate authority from an adult customer. If we become aware that we have collected data improperly, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review it periodically to stay informed about how personal data is handled.

12. Final Statement

Man And Van Bickley is committed to protecting personal data and respecting privacy rights. We process information fairly, transparently, and securely, and only when we have a valid lawful basis to do so. This Privacy Policy applies to all Man And Van Bickley customers in area and reflects our responsibility to handle personal information with care and accountability.