Privacy Policy - Man With Van Longford

This Privacy Policy explains how Man With Van Longford collects, uses, stores, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Longford customers in the area, including anyone who requests a quote, books a service, or otherwise interacts with us in connection with our operations. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation (GDPR) and applicable Irish data protection law.

1. Who We Are

Man With Van Longford acts as the data controller for the personal data processed in connection with our services. This means we determine why and how your personal data is used. We only collect data that is necessary for business, legal, and service-related purposes. We take privacy seriously and aim to limit data collection to what is relevant and proportionate.

2. Personal Data We Collect

We may collect different categories of personal data depending on how you use our services. The data we collect may include:

Identity information, such as your name and title.
Contact details, such as address, email address, and phone number.
Service details, such as pickup and drop-off locations, property access information, and items to be moved.
Booking and transaction information, including dates, times, service preferences, invoices, and payment status.
Communication records, such as enquiries, messages, complaints, and service updates.
Technical information, if you interact with digital systems we use, such as device or usage data necessary for security and functionality.

We do not intentionally collect special category data unless it is directly provided by you and is necessary for a particular service, and even then only where there is a lawful basis to do so. We ask that you avoid sharing sensitive information unless it is needed for the service.

3. How We Use Your Data

We use personal data for the following purposes:

To provide moving and transport services.
To process enquiries, quotes, bookings, and payments.
To plan routes, schedule jobs, and manage service delivery.
To communicate with you about your booking or service updates.
To handle feedback, disputes, and complaints.
To maintain business records and comply with legal obligations.
To improve the quality, efficiency, and safety of our services.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose that is permitted under data protection law.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes managing bookings, providing services, and issuing invoices.

Legal Obligation

We may process personal data where necessary to meet our legal and regulatory obligations, including accounting, tax, record-keeping, and compliance requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, security, and maintaining accurate records.

Consent

In limited circumstances, we may rely on your consent, especially where the law requires it. If we rely on consent, you have the right to withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason for processing.

Booking and service records are generally retained for a period necessary to manage customer relations and business administration.
Financial and invoice records may be retained for longer periods where required by tax and accounting laws.
Correspondence and complaint records may be retained for a reasonable period to resolve disputes and maintain service history.

When personal data is no longer required, we will delete, anonymise, or securely destroy it. We use reasonable technical and organisational measures to reduce the risk of unauthorised access, loss, or misuse during storage and disposal.

6. Data Sharing and Processors

We may share personal data with carefully selected third parties who help us operate our business. These third parties act as processors when they process data on our behalf, or as separate controllers where they determine their own purposes.

Examples of processors may include:

Accounting or bookkeeping providers who help manage financial records.
IT and cloud service providers who support secure data storage and system operations.
Payment service providers who process transactions.
Communication service providers who support email, messaging, or customer contact systems.

Where we use processors, we ensure that they are contractually bound to process personal data only on our instructions, keep it secure, and comply with GDPR requirements. We do not sell personal data. We may also disclose data where required by law, by a court order, or to protect our legal rights and the safety of others.

7. International Transfers

If any personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place to protect the data in line with GDPR. This may include reliance on adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms where appropriate.

8. Data Security

We take security seriously and use appropriate measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we continually review our safeguards and aim to reduce risk as much as reasonably possible.

9. Your Rights Under GDPR

You have important rights in relation to your personal data. Subject to certain conditions and exemptions, these rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct 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 certain cases.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before taking action on your request. You also have the right to lodge a complaint with the Data Protection Commission in Ireland if you believe your data has been processed unlawfully.

10. Data Accuracy and Your Responsibility

We rely on the information you provide to deliver our services correctly. Please help us keep your data accurate and up to date. If your contact details, service address, or booking information changes, you should ensure that the relevant details are corrected so we can provide the service efficiently and safely.

11. Cookies and Similar Technologies

If we use digital tools that involve cookies or similar technologies, these may be used only where necessary for functionality, security, analytics, or service improvement. Where consent is required, we will seek it before placing non-essential cookies. Any such use will be limited to what is necessary and proportionate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data processing practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

13. Summary of Key Principles

In summary, Man With Van Longford collects and uses personal data only where it is necessary for providing services, meeting legal obligations, and running our business responsibly. We retain data for no longer than needed, share it only with trusted processors or where required by law, and respect your GDPR rights. We aim to process all customer data with care, fairness, and transparency.

This Privacy Policy applies to all Man With Van Longford customers in the area.