Privacy Policy - Man With Van Arnosgrove

Last updated: June 2026

This Privacy Policy explains how Man With Van Arnosgrove collects, uses, stores, shares, and protects personal data when providing removal, delivery, moving, and related services. It applies to all Man With Van Arnosgrove customers in the area, including prospective customers, current customers, and anyone who contacts us about our services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Arnosgrove is a removals and transport service provider. For the purposes of data protection law, we act as the data controller for the personal data 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 collect only the data that is necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of personal data we may collect include:

Identity information such as your name and title.
Contact information such as phone number, email address, and postal address.
Service details including collection and delivery addresses, moving dates, inventory information, access details, and service preferences.
Payment and billing information such as payment method, transaction records, and invoice details.
Communication records including emails, call notes, messages, and complaint or enquiry history.
Special delivery instructions where required to complete the job safely and accurately.
Technical data if you interact with our digital systems, such as IP address, device type, and basic usage information.

We do not intentionally collect more data than is needed. We also do not seek to collect sensitive personal data unless it is strictly necessary and you choose to provide it, or unless required for safety or legal reasons.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To plan, schedule, and complete removals or transport services.
To communicate with you about bookings, changes, and service updates.
To issue invoices, process payments, and manage refunds where applicable.
To respond to enquiries, feedback, complaints, and disputes.
To maintain records for accounting, tax, and compliance purposes.
To improve our services, operations, and customer experience.
To protect against fraud, misuse, and unlawful activity.
To establish, exercise, or defend legal claims.

We only use your data where we have a valid reason to do so and where that use is necessary and proportionate.

4. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, confirming bookings, carrying out moves, and managing payments.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including accounting rules, tax requirements, and other regulatory duties.

Legitimate Interests

We may process data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include service improvement, record keeping, fraud prevention, operational management, and protecting our business and customers.

Consent

In limited circumstances, we may rely on your consent, for example if you choose to receive certain types of optional communication. Where consent is used, you can withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary to run our business and deliver services. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

Payment service providers who handle card or electronic payments.
Accounting and bookkeeping providers who help manage financial records.
IT and cloud service providers who store or support our systems.
Customer communication tools used to send messages or manage enquiries.
Administrative support providers where needed for bookings and record management.

We may also disclose personal data to:

Professional advisers such as lawyers, accountants, or insurers.
Law enforcement, regulators, or public authorities where required by law.
Courts or other parties in connection with a legal claim or dispute.

Where processors act on our behalf, they are required to protect your data and to use it only in accordance with our instructions and applicable law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, and business requirements.

Retention periods may vary depending on the type of data and the reason it was collected. In general:

Quotation and enquiry records may be kept for a limited period after the enquiry ends.
Booking, service, and invoicing records may be kept for several years to meet tax and accounting obligations.
Complaint, dispute, and legal records may be kept for as long as needed to resolve the matter and defend legal claims.

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

7. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legal mechanisms required under data protection law.

8. Security of Your Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

Although we work to protect your data, no system is completely secure. We therefore cannot guarantee absolute security, but we continuously review and improve our safeguards.

9. Your Rights

You have rights over your personal data under UK GDPR. Subject to legal conditions and exemptions, these may include:

Right of access – to ask for 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 ask us to delete your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to raise a concern with the UK data protection authority if you believe your data protection rights have been infringed.

10. Cookies and Similar Technologies

If we use online tools or digital systems that place cookies or similar technologies, these may be used for basic functionality, security, analytics, or performance. Where consent is required, we will seek it before placing non-essential cookies.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is unavoidably provided in the course of delivering our services. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service operations. Any updated version will apply from the date it is published or otherwise communicated.

13. Summary of Key Points

We collect only the personal data needed to provide moving and transport services.
We process data under lawful bases such as contract, legal obligation, legitimate interests, and consent where applicable.
We share data only with necessary processors, advisers, or authorities.
We retain data only as long as required for business and legal purposes.
You have important rights over your personal data, including access, correction, deletion, and objection.

By using Man With Van Arnosgrove services, you acknowledge that your personal data may be processed as described in this Privacy Policy.