Privacy Policy - Man With Van Sipson

This Privacy Policy explains how Man With Van Sipson collects, uses, stores, and protects personal data. It applies to all Man With Van Sipson customers in the area, including anyone who makes an enquiry, requests a quotation, books a service, or otherwise interacts with us in connection with removals, deliveries, and related moving services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are and what this policy covers

Man With Van Sipson provides man and van, moving, collection, and transport services. In the course of operating these services, we may process personal data about customers, prospective customers, and other individuals involved in a booking or delivery. This policy sets out what data we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal information.

We only collect information that is relevant and necessary for our service delivery, operational management, compliance, and communication purposes.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details: name, title, and, where relevant, company name.
Contact details: address, email address, telephone number, and moving or collection address.
Booking information: service date, property access details, item descriptions, volume of goods, special handling requirements, and notes relating to the move.
Payment information: payment status, transaction records, invoicing details, and limited financial information necessary to process or record payments.
Communications: messages, call notes, emails, and other correspondence relating to enquiries, quotations, complaints, feedback, and service updates.
Operational information: job history, vehicle allocation, staff notes, and service preferences.
Technical data: if you contact us electronically, we may process basic technical information such as device type or log details where required for security or troubleshooting.

We do not deliberately collect special category data unless you provide it to us voluntarily and it is necessary for a specific request, such as access considerations or health-related handling instructions. Where such information is provided, we handle it with extra care and only where a lawful basis applies.

Information you provide about others

In some cases, you may provide personal data about third parties, such as family members, tenants, employees, or alternative contacts connected to a booking. If you do so, you should ensure that you have the authority to share that information and that the relevant individuals are aware of this Privacy Policy where appropriate.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan and deliver moving and transport services;
to communicate about scheduling, changes, access requirements, and service updates;
to process payments, manage invoices, and maintain financial records;
to respond to enquiries, complaints, and requests;
to maintain business records and evidence of services carried out;
to meet legal, tax, insurance, and regulatory obligations;
to improve service quality, staff training, and operational efficiency;
to protect our business, customers, and staff from fraud, misuse, or security risks.

We do not sell personal data. We also do not use your information for unrelated purposes without first ensuring that a lawful basis exists.

4. Lawful basis for processing

Under data protection law, we must have a valid lawful basis for processing your personal data. Depending on the context, we rely on the following bases:

Contract: where processing is necessary to provide a quotation, make a booking, or carry out services requested by you.
Legal obligation: where processing is necessary to comply with tax, accounting, record-keeping, insurance, or other legal requirements.
Legitimate interests: where processing is necessary for our legitimate business interests, such as managing operations, improving services, handling customer communications, or protecting against fraud, provided these interests do not override your rights and freedoms.
Consent: in limited situations where we rely on your consent, for example if we need to process particularly sensitive information that is not otherwise covered by another lawful basis. You may withdraw consent at any time where this is the basis used.

We only process special category data when absolutely necessary and when an appropriate lawful basis and condition for processing exists.

5. Sharing personal data and processors

We may share personal data with trusted third-party service providers who act as processors on our behalf. These processors are only allowed to use your data according to our instructions and must keep it secure and confidential. Examples of processors may include:

booking and customer management tools;
accounting and invoicing systems;
payment processing providers;
email and communications services;
cloud storage and data backup providers;
IT support and security service providers;
professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, by a court order, to comply with legal claims, or to protect the rights, property, or safety of Man With Van Sipson, our customers, or others. If a business transfer, restructuring, or sale were ever to occur, personal data may be transferred as part of that process in accordance with data protection law.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records: retained for a reasonable period to manage service history, complaints, and operational evidence.
Financial and tax records: retained for the period required by law.
Correspondence and enquiry records: retained for as long as needed to respond to issues, maintain records, or support legitimate business interests.
Special category or sensitive information: retained only as long as necessary for the specific purpose for which it was provided.

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

7. Security of your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we process and the risks involved. While no system can be guaranteed to be completely secure, we take reasonable and proportionate steps to safeguard the personal information entrusted to us.

8. International transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we take steps to ensure an adequate level of protection is in place, such as relying on approved transfer mechanisms and contractual safeguards where required by law.

9. Your rights

As a data subject, you have a number of rights under data protection law. Subject to legal conditions and exemptions, these may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, sometimes called the “right to be forgotten”.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where consent is the lawful basis for processing.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been breached, you may be entitled to complain to the relevant data protection authority in the United Kingdom.

How we handle rights requests

When you make a rights request, we may need to verify your identity before responding. We aim to respond within the time limits required by law and will inform you if we need additional information or if an exemption applies.

10. Children’s data

Our services are directed at adults and businesses. We do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement and provided by an adult with appropriate authority. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

11. Changes to this Privacy Policy

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

Summary: Man With Van Sipson processes customer data lawfully, keeps it secure, shares it only with trusted processors, retains it only as needed, and respects your GDPR rights.