Privacy Policy - Man And Van Welling

This Privacy Policy explains how Man And Van Welling collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man And Van Welling customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Welling is a service provider that assists customers with removals, transport, loading, unloading, and related logistical tasks. In the course of delivering these services, we may act as a data controller for the personal information we collect and use to manage enquiries, bookings, operations, invoicing, and customer support.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide. Depending on your interaction with us, we may collect the following categories of data:

Identity data: name, title, and any details needed to identify you.
Contact data: telephone number, email address, and service address.
Booking and service data: details of requested services, moving dates, item descriptions, access information, and special handling requirements.
Payment and billing data: payment method information, billing address, transaction records, and invoice details.
Communication data: messages, enquiry history, complaints, and service feedback.
Technical data: basic information such as IP address or device details when you contact us electronically, where relevant for security or service administration.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service requirement. If you share such information, we will only process it where a lawful basis exists and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for specific, legitimate business purposes. These include:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
delivering moving and transport services safely and efficiently;
processing payments and issuing invoices;
communicating with customers about service updates or changes;
handling complaints, queries, and customer support matters;
maintaining accurate business records;
meeting legal, tax, accounting, and regulatory obligations;
protecting our business, staff, and customers from fraud or misuse.

We use your data only where it is relevant, proportionate, and limited to the purpose for which it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man And Van Welling may rely on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing enquiries, preparing quotations, confirming bookings, carrying out the service, and handling payment.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, business record keeping, and other obligations imposed by law.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where your rights do not override those interests. Examples include business administration, improving services, preventing fraud, maintaining security, and keeping internal records. When relying on this basis, we carefully consider the impact on your privacy.

Consent

In limited cases, we may ask for your consent, for example where it is required by law or where you have chosen to receive certain optional communications. If consent is used, you may withdraw it at any time.

5. How We Collect Data

We collect personal data directly from you when you:

make an enquiry;
request a quote;
book or use our services;
communicate with us by phone, email, or message;
provide information during the service process;
submit feedback or a complaint.

We may also receive data from third parties where necessary for service delivery, such as payment providers, business partners, or other persons authorised by you to make arrangements on your behalf.

6. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These recipients act either as independent controllers or as processors acting on our instructions. We ensure that appropriate data protection terms are in place with processors.

Examples of processors and service providers may include:

IT and software providers used for email, storage, invoicing, or record management;
payment processing providers that handle card or electronic payments;
accounting and bookkeeping providers supporting financial administration;
customer communication tools used to organise messages and service updates;
professional advisers where necessary for legal, tax, or business support;
subcontractors or operational partners involved in delivering your booked service.

We may also disclose information where required by law, for example to government bodies, regulators, law enforcement, or courts. We do not sell personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the nature of the data and our legal obligations.

Enquiry data: kept for a limited period to handle follow-up questions and business administration.
Booking and service records: kept for the duration of the customer relationship and for a reasonable period afterwards.
Invoice and tax records: kept for the period required by law for accounting and tax purposes.
Complaint or dispute records: kept as long as needed to resolve issues and protect legal rights.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to be proportionate to the nature of the data and the risks involved. While no system can be guaranteed completely secure, we review our practices regularly and aim to maintain a high standard of protection.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. Subject to legal conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests;
data portability for information you provided to us where applicable;
withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may lodge a complaint with the relevant data protection authority.

10. Automated Decision-Making

We do not use fully automated decision-making or profiling in a way that produces legal or similarly significant effects for customers. If this changes in the future, we will update this policy and provide appropriate information about the logic involved, the significance, and the possible consequences.

11. Changes to This Policy

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

12. Summary of Our Commitment

Man And Van Welling respects your privacy and is committed to processing personal data responsibly, securely, and in compliance with the law. We collect only what is necessary, use it for clear and lawful purposes, retain it for no longer than needed, and work with trusted processors under suitable protections. Our approach is designed to support reliable service delivery while safeguarding the rights and freedoms of all customers in the area.

Important: This policy applies to all Man And Van Welling customers in area and is intended to provide clear information about our data handling practices.