Privacy Policy - Man With A Van Maidahill

Last updated: July 2026

This Privacy Policy explains how Man With A Van Maidahill collects, uses, shares, stores, and protects personal data when providing moving, removal, delivery, and related services. It applies to all Man With A Van Maidahill customers in the area, including individuals, households, landlords, tenants, and business customers who use our services within our local service area.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018. This policy should be read alongside any service agreement, booking confirmation, or communication you receive from us.

1. Personal Data We Collect

We collect only the information needed to arrange, carry out, and manage our services. Depending on the type of booking, we may collect the following categories of data:

Identity details such as your name, title, and business name where applicable.
Contact details including address, telephone number, and email address.
Service details such as collection and delivery addresses, moving dates, item lists, access notes, inventory information, and special handling requirements.
Billing and payment information such as invoicing details, payment status, and transaction references.
Communication records including emails, text messages, booking notes, complaints, and service feedback.
Technical information where relevant, such as basic device or browser data if you interact with our digital systems.
Proof and verification information if required for contractual, insurance, or security purposes.

We do not intentionally collect special category data unless it is voluntarily provided and is necessary for the service. If such information is shared with us, we will only use it when there is a lawful basis and an appropriate need to do so.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To book, confirm, and deliver removal or transport services.
To communicate about scheduling, access, and service changes.
To issue invoices, process payments, and manage accounts.
To record customer instructions and ensure items are handled correctly.
To manage complaints, claims, and disputes.
To comply with legal, tax, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.
To improve our services and maintain internal records.

We only process your data for the purposes that are necessary and proportionate to the service you have requested.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for every use of personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out removals, and managing payment or service administration.

Legal Obligation

We may process and retain certain data to meet legal requirements, including accounting, tax, insurance, record-keeping, and compliance obligations.

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. Examples include fraud prevention, service quality control, internal record management, and handling complaints or claims.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information that is not required for the contract. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency involving safety or serious risk.

4. Sharing Your Data and Processors

We do not sell personal data. However, we may share information with trusted processors and third parties where necessary to deliver our services or meet legal obligations. These may include:

Payment processors that handle card or electronic payments.
Accounting or bookkeeping providers that support invoicing and financial administration.
IT and cloud storage providers that securely host records, emails, or operational systems.
Communication service providers used for sending messages or booking confirmations.
Insurance providers and claims handlers where a claim, incident, or dispute must be investigated.
Professional advisers such as accountants, lawyers, or auditors.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, we require them to process data only on our instructions, to keep it secure, and to use it only for the agreed purpose. We take steps to ensure appropriate contractual and technical safeguards are in place.

5. Data Retention

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

Customer and booking records are retained for a period necessary to manage the service, resolve issues, and maintain business records.
Financial and tax records are kept for the period required by accounting and tax law.
Complaints, claims, and dispute records may be retained for longer where necessary to defend legal claims or meet insurance requirements.
Communication records may be retained for operational and evidential purposes.

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

6. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and careful handling of paper and electronic records.

While no system can be completely secure, we take data protection seriously and regularly review our safeguards to keep information protected.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some cases, you can ask us to delete your personal data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to data portability – you may request a copy of data you have provided to us in a reusable format, where applicable.
Right to object – you can object to processing based on legitimate interests in certain circumstances.
Right to withdraw consent – if processing is based on consent, you may withdraw it at any time.

These rights are not absolute, and may be subject to legal exceptions or limitations. If you exercise a right, we may need to verify your identity before responding.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect children’s personal data unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we become aware that data has been collected inappropriately, we will take steps to delete it where appropriate.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so the data continues to receive a level of protection consistent with UK data protection law. This may include approved contractual protections or transfers to countries recognised as having adequate safeguards.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage customers to review this policy periodically.

11. How We Handle Your Information Fairly

We aim to keep our data practices transparent, relevant, and proportionate. We only ask for information that is needed to arrange and deliver services safely and efficiently. Where possible, we keep data minimised, accurate, and up to date. We also make sure that personal information is used in a way that respects your privacy and complies with applicable law.

12. Summary of Our Commitment

Man With A Van Maidahill is committed to protecting customer privacy and handling personal information responsibly. We collect data to provide moving and related services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain information only as long as necessary, use trusted processors under appropriate safeguards, and respect your data protection rights.

If you are a customer in the area and use our services, this policy applies to you and governs how we handle your personal data.