Privacy Policy - Collierswood Man And Van

This Privacy Policy explains how Collierswood Man And Van collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Collierswood Man And Van customers in the area, including individuals who request quotes, make bookings, communicate with us, or receive our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect information that is necessary to deliver our services, manage our business, meet legal obligations, and improve customer service.

1. Who We Are

Collierswood Man And Van is a local removals and transport service provider. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

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

Identity details such as your name and, where relevant, company name.
Contact information such as address, email address, and telephone number.
Service details including collection and delivery addresses, moving dates, property access information, inventory notes, and special handling requirements.
Billing and payment information such as invoice details, payment status, and transaction references.
Communication records including emails, messages, call notes, and enquiry history.
Technical data where applicable, such as basic website usage information or device identifiers used for security and performance purposes.
Sensitive or special category data only when necessary and with appropriate safeguards, for example information relating to accessibility needs, provided you choose to share it so we can support your move safely.

We do not intentionally collect more information than is needed. If you provide information about third parties, such as family members, tenants, landlords, or building managers, you should ensure you have the right to share that information with us.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and complete removal and transport services.
To communicate with customers about bookings, timings, access, and service updates.
To issue invoices, process payments, and maintain financial records.
To manage customer relationships and handle complaints or service issues.
To meet legal, accounting, insurance, and tax obligations.
To protect our business, staff, customers, and property from fraud, misuse, or other unlawful activity.
To review and improve our services, operations, and internal processes.

We will only process personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose and the law allows it.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Performance of a Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and handling payment arrangements.

Legal Obligation

We may process data where needed to comply with legal duties, including tax, accounting, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing our services, maintaining records, preventing fraud, improving efficiency, and resolving disputes.

Consent

In limited situations, we may rely on your consent, particularly where special category information is voluntarily provided for a specific purpose, or where required by law. You have the right to withdraw consent at any time, although this will not affect processing that has already taken place.

Vital Interests

In rare cases, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties only process data according to our instructions and are required to keep it secure and confidential.

Examples of processors and service providers may include:

IT and cloud storage providers used to store or back up records securely.
Payment service providers used to process card or electronic payments.
Accounting and bookkeeping providers used for invoicing, financial management, and tax compliance.
Communication service providers used for sending emails, messages, or other service-related communications.
Insurance providers and advisers where needed to manage claims, risk, or compliance.

We may also share personal data where required by law, for example with law enforcement, regulators, courts, or public authorities. In the event of a business transfer, merger, or restructuring, data may be transferred to the relevant parties where lawful and appropriate safeguards are in place.

We do not sell your personal data. Any sharing is limited to what is necessary and proportionate for the purpose involved.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes outlined in this policy and to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the context in which it was collected.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up questions and business administration.
Customer and booking records may be retained for the duration of the service relationship and afterward for dispute handling and operational records.
Invoice, payment, and tax-related information may be retained for the period required by law.
Communication records may be stored for a limited period to resolve queries and maintain service history.

When data is no longer required, we will delete it securely or anonymise it so it can no longer be linked to an identifiable person.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete information.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit the way we use your data in certain situations.
The right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability – to receive certain data in a structured, commonly used format where the law applies.
The right to withdraw consent – where processing is based on consent.

You also have the right to raise concerns about how your personal data is handled. If you believe your rights have not been respected, you may lodge a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, data minimisation, and limiting access to those who need it for legitimate business purposes.

While we take reasonable steps to safeguard information, no system is completely secure. If a personal data breach occurs, we will act in accordance with our legal obligations, which may include investigating the incident and notifying the appropriate authority and affected individuals where required.

9. International Transfers

If any of our processors or service providers store or access data outside the UK, we will ensure suitable safeguards are in place to protect your information, such as approved contractual clauses or other lawful transfer mechanisms.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement and provided by an adult with authority to do so. Where children’s information is involved, we will handle it with particular care and only for lawful purposes.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will always apply to our processing of personal data. We encourage customers to review this policy periodically to stay informed about how their information is handled.

12. Summary of Key Points

We collect only the personal data needed to provide our services.
We process data under lawful bases including contract, legal obligation, legitimate interests, consent, and vital interests where relevant.
We may share data with trusted processors such as IT, payment, and accounting providers.
We retain data only as long as necessary and then delete or anonymise it.
You have rights over your personal data, including access, correction, deletion, objection, and restriction.

This Privacy Policy applies to all Collierswood Man And Van customers in the area and is intended to ensure that personal data is handled responsibly, securely, and lawfully at every stage of our service.