Man with Van Freezywater Privacy Policy

This Privacy Policy explains how Man with Van Freezywater collects, uses, stores and protects your personal data when you use our services. It applies to all Man with Van Freezywater customers in the Freezywater area, including anyone who contacts us to request a quote, make a booking, or otherwise interacts with our services.

Who We Are

Man with Van Freezywater provides transport and moving services to customers in the Freezywater area. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, Man with Van Freezywater is the data controller responsible for your personal data.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details such as your name, address, collection and delivery addresses, and general location details relating to your move.

Communication details such as the content of your enquiries, quotes, booking details, and feedback you provide to us.

Service details such as date and time of your requested move, size and type of goods to be moved, access information for properties, and any special instructions related to the service.

Payment and billing information such as the amount charged and basic transaction references, to the extent required for invoicing and accounts. We do not store full payment card details if a third party payment processor is used.

Technical data such as basic device or browser information and general usage data that may be collected when you visit our website or interact with our online booking tools, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through online forms, by message, or in person to request a quote or make a booking, and when you provide information during the planning or delivery of your move.

We may also receive limited personal data from third parties where you have given them permission to share it with us, for example if a letting agent, landlord, or relative contacts us on your behalf to arrange a move.

Purposes and Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so. The main purposes and corresponding lawful bases are as follows:

To provide quotes and carry out our services. We use your contact details, addresses, and move information to give you a quote, confirm your booking, and complete your move. The lawful basis for this is performance of a contract or taking steps at your request before entering into a contract.

To manage our relationship with you. We use your information to send booking confirmations, service updates, and to respond to your enquiries or complaints. The lawful basis is performance of a contract and our legitimate interests in providing customer service.

To take payment and keep financial records. We process basic billing and transaction data to collect payment for services, issue invoices, and comply with our accounting and tax obligations. The lawful bases are performance of a contract and compliance with legal obligations.

To improve our services. We may use aggregated or minimal personal data to review how our services are used and to improve efficiency and quality. The lawful basis is our legitimate interests in operating and developing our business. Where we rely on legitimate interests, we balance our interests against your rights and freedoms and only process data that is necessary and proportionate.

To send marketing communications. If we send occasional service-related marketing messages, we will only do so in accordance with applicable law, using either your consent or our legitimate interests where appropriate. You can opt out of marketing at any time.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Service and booking information, including your contact details and move details, is generally kept for up to six years after the end of the tax year in which your service took place, in order to comply with legal, tax, and accounting requirements and to resolve any potential disputes.

Quote requests that do not lead to a booking may be kept for a shorter period, typically up to two years, so we can refer back to enquiries and respond to repeat requests.

Marketing preferences will be kept until you withdraw your consent or object to receiving marketing, after which we will retain minimal information necessary to record your opt-out.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise removed from our systems.

Data Processors and Third Parties

We may share your personal data with selected third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this Privacy Policy.

Typical categories of processors include:

IT and hosting providers who store or maintain our digital systems and records.

Payment processing services that handle card or electronic payments on our behalf.

Accountancy or bookkeeping services that assist with our financial record keeping.

Communication tools used to send service messages or confirmations.

Where necessary, we may also share limited personal data with external parties acting as independent data controllers, for example banks, insurers, professional advisers, or public authorities where disclosure is required by law or to protect our legal rights.

We do not sell or rent your personal data to third parties.

International Data Transfers

Our preference is to keep your personal data within the United Kingdom or the European Economic Area wherever possible. If any of our service providers transfer or store data outside these locations, we will take steps to ensure appropriate safeguards are in place, such as using standard contractual clauses or equivalent mechanisms required under data protection law.

How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures may include restricted access to systems, secure storage of records, and regular review of security practices appropriate to the nature and volume of the data we process.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right of access. You can request information about whether we hold your personal data and ask for a copy of that data.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes it was collected.

The right to restrict processing. You can ask us to limit how we use your personal data in certain situations, for example while we are considering an objection you have raised.

The right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing.

The right to data portability. In some cases, you can ask us to provide your personal data in a structured, commonly used, machine-readable format or to transfer it to another controller.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

To exercise any of these rights, you can contact us using our usual contact channels. We may need to verify your identity before responding to your request, and we will respond within the timescales required by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection authority or the relevant authority in the country where you live or work, or where you believe an infringement of data protection law has occurred.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. The updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your privacy.