Privacy Policy - Man With Van Edmonton

Effective Date: This Privacy Policy applies to all Man With Van Edmonton customers in the Edmonton area and explains how personal data is collected, used, shared, stored, and protected when you use our moving and related services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation (GDPR). This policy is intended to help you understand what data we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have regarding your information.

1. Information We Collect

We collect only the personal data that is necessary to provide moving services, manage our business operations, and comply with legal obligations. The types of information we may collect include:

Identity details such as your name, title, and any business name you provide.
Contact details including phone number, email address, and service address.
Service and booking information such as moving dates, inventory details, access instructions, and special handling requirements.
Payment-related information such as billing address and payment status. We do not store more payment data than is necessary for processing and recordkeeping.
Communications including emails, messages, call notes, complaints, feedback, and records of instructions you give us.
Technical data where applicable, such as device or browser information used to improve website performance and security. If no website interaction occurs, this may not be collected.
Optional information that you choose to share, such as property access conditions, fragile item notes, or delivery preferences.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for the service. If such information is shared, it will be handled with extra care and only when permitted by law.

2. How We Use Your Data

We use personal data to deliver our moving services efficiently and safely. The main purposes include:

Providing quotes, scheduling moves, and managing bookings.
Planning routes, allocating staff, and coordinating logistics.
Communicating with you before, during, and after the move.
Processing payments, invoices, and related accounting records.
Handling complaints, claims, disputes, or service issues.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, or unauthorized access.
Improving our services, operations, training, and internal recordkeeping.

We only use your information for the purposes described here or for compatible purposes that you would reasonably expect. We do not sell your personal data.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing moving services, confirming bookings, and managing payments.

Legal Obligation

We may process data to comply with legal duties such as tax requirements, financial recordkeeping, insurance obligations, or lawful requests from authorities.

Legitimate Interests

We may process data for legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service improvement, administration, fraud prevention, business reporting, and protecting our operations.

Consent

In limited situations, we may rely on your consent, for example if we want to use optional information for a specific purpose beyond the original service. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties that assist us in delivering our services. These parties act as processors when they process data on our behalf and only under our instructions. Examples may include:

Payment processors that handle transaction processing and billing support.
Accounting and bookkeeping providers that assist with financial records and compliance.
IT, cloud, and data storage providers that support secure data hosting, backup, and system maintenance.
Communication tools used to send booking confirmations, service updates, or administrative messages.
Insurance providers or claims handlers where necessary to manage incidents or claims.
Professional advisers such as legal or financial advisers when required.

We may also share information with public authorities, regulators, or law enforcement if required by law or if necessary to protect our rights, customers, staff, or property.

All processors are expected to protect your data, process it only for agreed purposes, and maintain appropriate technical and organizational safeguards. Where personal data is transferred outside the UK or EEA, we ensure an adequate level of protection through approved safeguards where required.

5. Data Retention

We keep personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, tax, and contractual requirements.

Booking and service records are typically retained for the duration needed to manage the service and resolve any follow-up issues.
Financial and invoice records are retained for the period required by tax and accounting laws.
Complaints, claims, and correspondence may be retained longer if needed to defend legal claims or demonstrate compliance.
Consent-based records are kept until consent is withdrawn or the purpose ends.

When data is no longer needed, we will delete, anonymize, or securely archive it in accordance with our retention practices. Retention periods may vary depending on the type of record and the obligation involved.

6. Data Security

We take appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and reasonable administrative safeguards.

While we work hard to protect your information, no system is completely secure. If a data incident occurs that affects your rights and freedoms, we will respond in line with applicable legal requirements.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in some 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 and transfer it elsewhere where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request and respond within the time period required by law. In some cases, we may need to keep certain information for legal or operational reasons.

8. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

9. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect personal data from children unless it is incidental to a household move and necessary for service delivery. If we become aware that child data has been collected without a lawful basis, we will take appropriate steps to delete or protect it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. When we make significant changes, we will take reasonable steps to ensure you are aware of them. Please review this policy periodically to remain informed about how we protect your data.

11. Summary of Key Points

Man With Van Edmonton processes personal data to provide moving services, manage bookings, handle payments, meet legal obligations, and improve operations. We rely on lawful bases including contract, legal obligation, legitimate interests, and, in limited cases, consent. We retain data only as long as needed, use trusted processors under appropriate safeguards, and respect your GDPR rights. This policy applies to all customers in the Edmonton area.

By using our services, you acknowledge that you have read and understood this Privacy Policy.