Privacy Policy - Man With Van Osidge

Effective date: This Privacy Policy applies to all Man With Van Osidge customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our moving, transport, and related services.

1. Introduction

Man With Van Osidge is committed to protecting your privacy and handling personal data in a lawful, fair, and transparent manner. This Privacy Policy explains what information we collect, why we collect it, how long we keep it, who we share it with, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, making a booking, or communicating with us, you acknowledge that your data may be processed as described in this policy. We only collect and use personal data where we have a valid legal basis to do so and only for purposes that are necessary for the delivery and management of our services.

2. Data We Collect

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

Identity data: your name, title, and, where relevant, business name.
Contact data: your address, email address, and telephone number.
Booking and service data: details of your move, delivery instructions, property access information, inventory lists, service preferences, and scheduled dates.
Payment data: billing details, payment confirmation, and transaction records. We do not store full card details unless required by our payment processor and permitted by law.
Communication data: records of emails, messages, calls, complaints, feedback, and any enquiries you send to us.
Technical and usage data: limited information such as device type, browser type, or log information if you interact with our digital systems.
Special category data: in normal circumstances, we do not intentionally collect special category data. If you choose to share such information with us, for example for access or assistance needs, we will process it only where necessary and with appropriate safeguards.

We aim to keep data collection to the minimum necessary for providing a safe and efficient moving service. We do not collect more than we need.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes, confirm bookings, and deliver services;
to plan routes, schedule staff, and manage logistics;
to communicate with you about your booking, changes, delays, or service issues;
to process payments, issue invoices, and maintain accounting records;
to handle complaints, disputes, and customer service requests;
to meet legal, tax, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity;
to improve our operations, service quality, and internal administration.

We will only use your personal data in ways that are compatible with the original purpose for which it was collected, unless we reasonably believe another lawful basis applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, managing service delivery, and handling payment-related administration.

Legal obligation

We may process data where necessary to comply with legal obligations, including tax, accounting, insurance, fraud prevention, and record-keeping requirements.

Legitimate interests

We may process data based on our legitimate interests, provided your rights and freedoms do not override those interests. These interests may include operating and improving our business, responding to customer enquiries, preventing abuse, and maintaining internal records. We always assess whether our interests are proportionate and whether the processing is necessary.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to provide optional information or agree to certain forms of communication. Where consent is used, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who act as processors or, in some cases, independent controllers. These parties process data on our behalf or in connection with legal and operational requirements. Examples may include:

Payment processors who handle secure payment transactions;
IT and cloud service providers who host systems, backup data, or support communications;
Accounting and bookkeeping providers who assist with financial records and tax compliance;
Scheduling, dispatch, or administration tools used to manage bookings and operations;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Public authorities where disclosure is required by law or needed to protect our rights or the rights of others.

All processors are expected to implement appropriate technical and organisational measures to protect personal data and may only process it in line with our instructions and applicable law. We do not sell personal data.

6. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure that your data receives a level of protection essentially equivalent to that required under UK GDPR.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Booking and service records are generally retained for a reasonable period after completion of the service to manage follow-up queries, claims, and operational review.
Financial and invoicing records are retained for the period required by tax and accounting law.
Customer correspondence may be retained for as long as needed to resolve issues and maintain accurate business records.
Technical logs are kept only for a limited period unless needed for security or legal reasons.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. Retention is limited and purpose-driven.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include restricted access controls, secure storage, password protection, staff confidentiality obligations, and processor due diligence.

Although no system can be guaranteed completely secure, we regularly review our safeguards and take reasonable steps to reduce risks. If we become aware of a personal data breach that presents a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These 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 your data in certain circumstances;
Right to restriction: to ask us to limit how we process your data in some situations;
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 processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. If you make a request, we may need to verify your identity before responding. We will respond within the time limits required by law and in a clear, accessible manner.

10. Children’s Data

Our services are intended for adults and business customers arranging removals or transport. We do not knowingly collect personal data from children except where it is incidental to a booking or service arrangement and only to the extent necessary. If we learn that data has been collected inappropriately, 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 law, practice, or our services. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Complaints

If you have concerns about how your personal data has been handled, you should contact us through the appropriate service channel so we can investigate and attempt to resolve the matter. You also have the right to raise a complaint with the relevant data protection authority if you believe your rights have been infringed.

13. Summary of Key Points

Man With Van Osidge processes only the data needed to provide its services, relies on lawful bases such as contract, legal obligation, consent, and legitimate interests, shares data only with trusted processors where necessary, and retains information only for as long as required. We respect your privacy and will continue to handle your data in a transparent and lawful way.

This policy applies to all Man With Van Osidge customers in area.