Privacy Policy - Man With Van Freezywater

This Privacy Policy explains how Man With Van Freezywater collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Freezywater customers in area, including individuals and businesses who request moving, delivery, packing, loading, unloading, storage-related assistance, or any related service. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to customers, prospective customers, website users, and anyone who communicates with us in connection with our services. It also applies where we receive personal data from third parties in order to arrange, manage, or complete a service. By using our services or providing personal data to us, you acknowledge that your information may be processed in accordance with this Privacy Policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the purposes described in this policy. The types of data we may collect include:

Identity details such as your name, title, and business name where applicable.
Contact details such as address, telephone number, and email address.
Service details including collection and delivery addresses, moving dates, property access information, inventory details, and service preferences.
Payment information such as billing details and transaction records. We do not store full card details unless necessary through secure payment systems.
Communication data including emails, messages, notes from calls, and customer service correspondence.
Technical data where you use digital services, such as IP address, device information, browser type, and usage data.
Special category data only where you voluntarily provide it and where it is necessary for a specific purpose, for example health-related access needs affecting a move. We process such data only where permitted by law.

We do not intentionally collect more data than needed, and we avoid processing unnecessary information wherever possible. If you provide data about another person, you should ensure that you have permission to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and arrange services.
To confirm bookings, schedules, and service details.
To carry out the move or related service safely and efficiently.
To process payments, invoices, and refunds where applicable.
To communicate with you before, during, and after the service.
To handle complaints, queries, and claims.
To maintain records for accounting, insurance, and legal purposes.
To improve our operations, planning, and customer experience.
To comply with legal and regulatory obligations.

We do not sell personal data. Any processing of your information is limited to what is necessary for the provision of our services and for compliance with applicable law.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging a quotation, booking a move, completing the service, issuing invoices, and communicating service updates.

Legal Obligation

We process certain data to comply with legal obligations, such as tax, accounting, safety, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This includes managing business operations, preventing fraud, improving service quality, and responding to customer enquiries. Where we rely on this basis, we assess the impact on your privacy and only process what is reasonably necessary.

Consent

In limited cases, we rely on your consent, such as for optional communications or where you choose to provide special category data for a specific purpose and consent is the appropriate basis. Where consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it was collected.

Customer and booking records are generally kept for the duration of the service relationship and for a further period where needed for queries or legal claims.
Financial records are retained for the period required by tax and accounting laws.
Correspondence and complaints may be retained for a reasonable period to manage issues and demonstrate how concerns were resolved.
Insurance or incident-related records may be retained longer where necessary to handle claims or legal obligations.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it. We regularly review the data we hold to ensure it is not kept longer than necessary.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and subject to appropriate safeguards. These may include:

Payment providers who process transactions securely.
Accountants and bookkeepers who support financial and tax compliance.
IT and system providers who host, maintain, or secure our business systems.
Insurance providers where claims or incident management is required.
Professional advisers such as legal advisers, where necessary for compliance or dispute resolution.
Subcontractors or operational partners who help deliver services, provided they only use data for the agreed purpose.

We require processors to handle personal data securely, confidentially, and only according to our instructions. If personal data is transferred outside the UK, we will use suitable legal safeguards to protect it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system is completely risk-free, we work to keep your data safe and to reduce the likelihood of any security incident.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal 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 certain situations, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in specific cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – in some cases, you can request your data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service and provided by a responsible adult. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

10. 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 protection practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

11. Summary of Our Commitment

Man With Van Freezywater is committed to processing personal data responsibly, securely, and only for legitimate business purposes. We collect only what we need, use it under a lawful basis, retain it for no longer than necessary, and share it only with appropriate processors or where required by law. We respect your rights and aim to keep your information protected at every stage of our service.