Privacy Policy - Maidavale Man And Van

Effective date: This Privacy Policy applies to all Maidavale Man And Van customers in the area and explains how we collect, use, store, share, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Maidavale Man And Van is committed to respecting your privacy and handling your personal information fairly, lawfully, and transparently. This Privacy Policy explains what personal data we collect from customers, prospective customers, suppliers, and website or service users, how we use it, the legal basis on which we process it, how long we keep it, who we share it with, and what rights you have.

By booking or using our services, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We collect only the data we need to provide our services, manage our business, and meet our legal obligations. The categories of data we may collect include:

• Identity data: name, title, and, where relevant, company name.
• Contact data: address, email address, and telephone number.
• Service data: booking details, moving dates, collection and delivery addresses, property access notes, inventory details, and service preferences.
• Payment data: payment status, transaction references, billing information, and limited payment-related details necessary to process charges or refunds.
• Communication data: messages, emails, call notes, and any information you provide when you contact us.
• Technical data: device information, IP address, browser type, and basic usage data where collected through our online systems.
• Legal and compliance data: records needed for tax, accounting, insurance, fraud prevention, or dispute resolution.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for a specific request, such as access needs or health-related moving requirements. If such information is provided, we will only process it where a lawful condition applies and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to manage bookings and deliver removal, transport, and related services;
• to communicate with you about scheduling, access, and service updates;
• to process payments, refunds, and invoices;
• to maintain business records and internal administration;
• to improve our services, operations, and customer experience;
• to handle complaints, claims, and disputes;
• to comply with legal, tax, accounting, and insurance obligations;
• to protect against fraud, misuse, and security risks.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. We rely on the following lawful bases:

Performance of a contract

We process your data when it is necessary to provide a quote, arrange and perform a service, process payment, or take steps at your request before entering into a contract.

Legitimate interests

We may process your data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include customer service, service improvement, fraud prevention, internal record keeping, and business administration.

Legal obligation

We process certain data to comply with legal duties such as tax, accounting, record retention, insurance, and regulatory requirements.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, but this will not affect processing already carried out before withdrawal.

5. How We Share Personal Data

We do not sell your personal data. We only share data when necessary and with appropriate safeguards. The types of recipients may include:

• Processors and service providers: businesses that support our operations such as accounting, payment handling, IT support, booking administration, data storage, or communication services.
• Professional advisers: insurers, lawyers, accountants, and auditors where needed for advice, claims, compliance, or dispute handling.
• Public authorities: regulators, law enforcement, tax authorities, or courts where we are legally required to do so.
• Business transfer parties: in the event of a merger, restructuring, or sale of part or all of the business, subject to confidentiality protections.

Where processors act on our behalf, they are only permitted to use your data under our instructions and must protect it in accordance with data protection law.

6. Processors

We may use third-party processors to help us run Maidavale Man And Van efficiently. These may include providers of secure cloud storage, customer administration systems, communications tools, payment services, and record-keeping software. Each processor is selected carefully and is expected to maintain suitable technical and organisational security measures.

We require processors to:

• process personal data only on our documented instructions;
• keep data confidential;
• implement appropriate security measures;
• assist with data subject requests where relevant;
• delete or return data when services end, unless retention is legally required.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and our obligations.

In general:

• booking and service records are kept for a period necessary to manage the contract, handle disputes, and maintain business records;
• financial and tax records are kept for the period required by law;
• correspondence and complaint records are retained for as long as needed to resolve issues and protect legal interests;
• data held on consent basis is kept until consent is withdrawn or it is no longer needed.

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

8. Security of Your Data

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff confidentiality obligations.

However, no method of transmission or storage is completely secure. While we do our best to protect your data, we cannot guarantee absolute security.

9. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and legal exemptions. They 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 cases.
• Right to restriction: to ask us to limit how we use your data in certain 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.
• Right to withdraw consent: where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. Third-Party Links and External Services

If you interact with third-party services connected to our business, those services may have their own privacy notices and data practices. We are not responsible for the privacy policies of third parties and encourage you to review their terms where applicable.

11. 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. The most current version will apply from the date it is published or otherwise communicated to you.

12. Contact and Further Information

If you have questions about this Privacy Policy or how your personal data is handled, you may contact us using the details provided through our usual business communication channels. We will respond to valid requests in accordance with applicable data protection law.

We are committed to handling your information fairly, lawfully, and transparently.

This Privacy Policy applies to all Maidavale Man And Van customers in the area.