Privacy Policy - Man With Van Botanybay

This Privacy Policy explains how Man With Van Botanybay collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and transportation services. It applies to all Man With Van Botanybay customers in the area, including prospective customers, current customers, and individuals who contact us on behalf of a customer. 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.

By using our services, making an enquiry, or interacting with us in any way, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only collect data that is relevant, necessary, and proportionate for providing our services and meeting our legal obligations.

1. Personal Data We Collect

We collect different types of personal data depending on how you interact with us. The information may be provided directly by you, generated during the service process, or obtained from third parties where permitted by law.

Information you provide to us

Identity details such as your name and title
Contact details such as phone number, email address, and service address
Booking and service details including move dates, item descriptions, access requirements, and special instructions
Payment information necessary to process transactions and issue receipts
Communication records such as messages, emails, call notes, and complaint details
Other information you choose to share in connection with a quote, booking, or customer service request

Information we collect automatically

Service usage data including interaction history and appointment records
Technical data where applicable, such as device type or browser information if you contact us electronically
Operational records generated during the scheduling, delivery, and completion of services

Information from third parties

In some cases, we may receive information from property managers, business partners, payment providers, or other third parties involved in delivering a service. We only use this information where it is necessary and permitted by law.

2. How We Use Your Personal Data

We process personal data only for specific and legitimate purposes. These purposes include:

Providing quotes, making bookings, and delivering moving services
Communicating with you about your enquiry, service, or account
Managing schedules, routes, vehicle allocation, and workforce planning
Processing payments, refunds, invoices, and receipts
Responding to complaints, disputes, and customer service requests
Maintaining business records, service quality, and internal administration
Meeting legal, tax, accounting, and regulatory obligations
Protecting against fraud, misuse, or security incidents
Improving our services, processes, and operational efficiency

We do not use your data for unrelated purposes without a lawful basis or appropriate notice. Where required, we will ask for your consent before carrying out any activity that relies on consent.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Botanybay relies on the following lawful bases depending on the activity involved:

Contract: We process personal data to prepare quotes, confirm bookings, provide moving services, and fulfil our obligations to you.
Legal obligation: We process data to comply with tax, accounting, insurance, and other legal requirements.
Legitimate interests: We process data to manage our business, improve our services, prevent fraud, handle customer enquiries, and maintain service records, provided your rights do not override those interests.
Consent: In limited situations, we may rely on your consent, for example where additional optional processing is requested. You may withdraw consent at any time.

Special category data is not usually required for our services. If such information is ever collected, it will only be processed where a valid legal condition applies and where necessary for the specific purpose.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as data processors or independent controllers depending on the service they provide. We require appropriate contractual protections and expect all processors to handle personal data securely and lawfully.

Examples of processors and third parties

Payment processors that handle card or electronic payments
Accounting and bookkeeping providers that assist with invoicing, records, and tax compliance
IT and cloud service providers that store, host, or secure business data
Communication service providers that support email, messaging, and telephone systems
Professional advisers such as accountants, insurers, and legal advisers where necessary
Regulators, law enforcement, or public authorities where disclosure is required by law

We do not sell personal data. Any sharing is limited to what is necessary for the relevant purpose. Where a third party acts as a processor, they may only process data on our instructions and must keep it confidential and secure.

5. Data Retention

We keep personal data only for as long as necessary to achieve the purposes for which it was collected, including satisfying legal, contractual, accounting, and operational requirements. Retention periods may vary depending on the type of information and the reason for processing.

In general:

Booking and service records are retained for a period appropriate to business and customer service needs
Financial and tax records are retained for the duration required by law
Communication records are retained as needed to resolve queries, complaints, or disputes
Information no longer required is securely deleted, anonymised, or archived in line with our retention procedures

When determining retention periods, we consider legal obligations, the risk of disputes, and the need to maintain accurate records.

6. Data Security

We use appropriate 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, and staff confidentiality obligations.

Although we take reasonable steps to safeguard personal data, no system can be guaranteed to be completely secure. If a data incident occurs that affects your rights and freedoms, we will take the steps required by law, including notifying the relevant authority and affected individuals where necessary.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include adequacy regulations or approved contractual safeguards designed to protect your information to a standard consistent with UK GDPR requirements.

8. Your Data Protection Rights

You have several rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access to request a copy of the personal data we hold about you
Right to rectification to correct inaccurate or incomplete data
Right to erasure to request deletion of data in certain circumstances
Right to restriction to limit how we use your data in certain cases
Right 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
Right to withdraw consent where processing is based on consent

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled. Exercising your rights will not usually affect your ability to receive our services, unless the information is necessary for us to provide them lawfully.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in the context of providing a service requested by an adult customer. If we become aware that child-related data has been collected without an appropriate basis, we will take steps to delete or protect it as required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their personal data is used.

11. Summary of Our Commitment

Man With Van Botanybay is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to deliver services, meet legal obligations, and manage our business effectively. We rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We limit access to trusted processors, retain data only as long as necessary, and respect your rights under data protection law.

This Privacy Policy applies to all Man With Van Botanybay customers in area. If you use our services, your data will be handled in line with this policy and the principles of data protection law.