Privacy Policy - Man And Van Millhill

Man And Van Millhill is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information in line with the UK GDPR and the Data Protection Act 2018. It applies to all Man And Van Millhill customers in the area, including prospective customers, current customers, and anyone who contacts us about our services.

1. Who we are

Man And Van Millhill provides moving, transport, and related removal services to customers in the area. In connection with these services, we may need to collect and process personal data to manage bookings, complete jobs, communicate with customers, handle payments, and meet legal obligations. This policy explains our data handling practices in a clear and transparent way.

2. Data we collect

We only collect personal data that is relevant and necessary for the services we provide. The types of information we may collect include:

Identity details such as name and title
Contact details such as phone number and email address
Address information including collection, delivery, and billing addresses
Booking details such as service date, type of move, item descriptions, and access information
Payment information needed to process transactions or issue invoices
Communication records including messages, notes, and service requests
Technical data such as basic website usage or device information if you contact us online

We do not intentionally collect special category data unless it is strictly necessary and a lawful basis exists. If such information is provided by a customer, we will only process it where required and permitted by law.

3. How we use your data

We use personal data to deliver our services effectively and lawfully. This may include:

Responding to enquiries and providing quotations
Managing bookings and scheduling services
Planning routes and completing removals or transport work
Processing payments and issuing receipts or invoices
Keeping service records for administration and accounting
Handling customer support requests or complaints
Meeting legal, tax, and regulatory obligations
Protecting our business, staff, and customers from fraud or misuse

We use only the information that is necessary for the purpose for which it was collected.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis to process personal data. Man And Van Millhill relies on the following lawful bases where appropriate:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, and completing moving or transport work requested by the customer.

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 managing customer records, improving service quality, preventing fraud, and maintaining business operations.

Legal obligation

We may process data when required to comply with law, such as tax, accounting, insurance, or record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where you clearly agree to receive certain communications or where consent is required for specific processing. If we rely on consent, you can withdraw it at any time.

5. Retention of personal data

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

Booking and service records are usually kept for a period needed for administration and dispute handling
Financial and tax-related information is kept for the period required by law
Correspondence may be retained for customer service, quality, or evidential purposes

When personal data is no longer required, it will be securely deleted, anonymised, or disposed of in a safe manner. We do not keep data indefinitely.

6. Sharing data and processors

We do not sell personal data. We may share personal information only where necessary and proportionate for business operations, legal compliance, or service delivery. In some cases, we use trusted third-party processors who handle data on our behalf under contract.

Examples of processors may include:

Payment processors that handle card or electronic payments
Accounting or bookkeeping providers that assist with financial records
IT and cloud service providers that store or secure business data
Communication service providers that help manage messages or email delivery
Professional advisers such as legal or insurance advisers when necessary

All processors are required to protect personal data, use it only for agreed purposes, and apply appropriate technical and organisational safeguards. Where data is shared with other parties, we will do so only when lawful and necessary.

7. Data security

Man And Van Millhill takes reasonable steps to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. Security measures may include access controls, secure storage, password protection, limited staff access, and careful handling of paper and electronic records. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your rights

Under data protection law, you have rights in relation to your personal data. These rights may apply in certain circumstances and are subject to legal exceptions. They include:

The right of access to request a copy of the personal data we hold about you
The right to rectification to correct inaccurate or incomplete data
The right to erasure to request deletion of your data where permitted by law
The right to restrict processing to limit how we use your data in some situations
The right to data portability to receive data in a structured, commonly used format where applicable
The right to object to processing based on legitimate interests or direct marketing
The right to withdraw consent where processing is based on consent

If you exercise any of these rights, we may need to verify your identity before responding. We aim to deal with all requests within the time limits required by law.

9. Marketing communications

If we ever send marketing communications, we will do so only where permitted by law. You can opt out of such communications at any time. We will respect your choice and stop using your data for direct marketing when requested.

10. International transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with data protection law. These safeguards may include approved contractual terms or transfers to jurisdictions with adequate protection.

11. Changes to this policy

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

12. Summary of your expectations

In summary, Man And Van Millhill collects only the personal data necessary to provide moving and transport services in the area. We use that data on lawful grounds, retain it only for as long as needed, share it only with trusted processors or where required by law, and respect your rights under GDPR. We are committed to processing personal data fairly, transparently, and securely for all Man And Van Millhill customers in the area.