Privacy Policy - Man And Van Crayford

Man And Van Crayford is committed to protecting the privacy and personal data of our customers, website visitors, and anyone who contacts us for our services. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy applies to all Man And Van Crayford customers in the area, including anyone who requests a quote, books a service, or communicates with us in connection with a removal, delivery, or van service.

1. Who We Are

Man And Van Crayford provides man and van services for local moves, single-item transport, furniture collection, delivery assistance, and related logistical support. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in running our business.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage bookings, and meet legal or operational requirements. The types of personal data we may collect include:

Identity details such as your name, title, and any business or organisation name you provide.
Contact details such as your email address, telephone number, and service address.
Booking and service information such as pickup and delivery locations, dates, times, access notes, item descriptions, and moving requirements.
Payment information such as payment confirmation, invoice details, or limited billing data necessary to process transactions.
Communication records such as emails, calls, messages, and any feedback or complaints.
Technical information if you interact with our digital systems, including basic device or usage data where relevant for security and performance.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it. If you share sensitive information with us, we will only process it where a lawful basis applies and where it is required for the service.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To schedule, deliver, and manage man and van services.
To communicate about bookings, changes, delays, or service updates.
To issue invoices, receive payments, and maintain financial records.
To handle customer support, complaints, and after-service follow-up.
To improve our operations, service quality, and customer experience.
To protect against fraud, misuse, and security incidents.
To comply with legal, tax, accounting, and regulatory obligations.

We only use your personal data where we have a valid reason to do so and where the use is compatible with the purpose for which the data was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Man And Van Crayford relies on the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes handling your booking, providing the service, managing logistics, and dealing with billing or service-related communications.

Legal Obligation

We process certain information where required to meet legal duties, including tax records, accounting obligations, and compliance with applicable laws.

Legitimate Interests

We may process data where it is in our legitimate interests to operate and improve our business, provided your interests and rights do not override those interests. This may include service administration, fraud prevention, record keeping, business planning, and responding to customer enquiries.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily choose to receive certain optional communications or provide information that is not essential to the service. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties only where necessary for the operation of our business or the delivery of our services. These third parties act as processors when they handle data on our behalf, or as independent controllers where they determine their own purposes for processing.

Examples of processors may include:

Payment service providers that process card or transfer transactions.
Accounting and bookkeeping software providers.
Scheduling, email, and communications tools used to manage bookings and customer correspondence.
IT support, cloud storage, and data backup providers.
Professional advisers such as accountants, legal advisers, or insurers where necessary.

We require processors to handle personal data securely, only on our instructions, and in line with data protection law. We do not sell your personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, and for any additional period required by law. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records are retained for as long as needed to manage the service and resolve any related issues.
Financial and accounting records are retained for the period required by tax and accounting laws.
Correspondence and complaint records may be kept for a reasonable period to support customer service and dispute resolution.
Technical and security logs are retained only for as long as needed to maintain security and system integrity.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, encrypted systems where appropriate, and staff awareness of confidentiality obligations. While no system can be guaranteed completely secure, we take reasonable steps to protect your data.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - in some cases, you can ask us to delete your personal data.
Right to restriction - you can ask us to limit how we use your data in certain situations.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you may request a copy of data you provided to us in a structured, commonly used format where applicable.
Right to withdraw consent - where we rely on consent, you can withdraw it at any time.

Exercising these rights may be subject to legal exceptions. We will respond to requests in line with applicable data protection rules.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the context of a service request and provided by a parent, guardian, or authorised adult. If we become aware that we have collected data from a child unlawfully, we will take appropriate steps to delete it.

10. International Transfers

Where service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service operations. Any revised version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

12. Our Commitment

Man And Van Crayford respects your privacy and handles personal data responsibly, fairly, and transparently. We only collect what we need, we process it for clear and lawful purposes, and we keep it for no longer than necessary. Our aim is to provide a reliable service while protecting the confidentiality and rights of every customer.

By using Man And Van Crayford services, you acknowledge that you have read and understood this Privacy Policy.