Moving Man Privacy Policy
This Privacy Policy explains how Moving Man collects, uses, discloses, and protects personal data relating to all Moving Man customers within our service area. We are committed to processing your personal data lawfully, fairly, and transparently in accordance with the General Data Protection Regulation and applicable local data protection laws.
By using our services, requesting a quote, or otherwise interacting with Moving Man, you acknowledge that you have read and understood this Privacy Policy.
Data Controller and Scope
Moving Man is the data controller in respect of the personal data processed about you as a customer or prospective customer. This Privacy Policy applies to all Moving Man customers, including individuals acting on behalf of business customers, within our operating area, and covers data collected both online and offline.
Personal Data We Collect
We collect and process different categories of personal data depending on how you use our services and interact with us. The types of data we may collect include:
Identification and contact details, such as your name, postal address, service address, and general location information necessary to perform moving and related services.
Account and communication information, such as correspondence with us, notes of your interactions with our customer service team, feedback, complaints, or testimonials you choose to provide.
Service information, including details about your move such as origin and destination addresses, access details, floor level, parking information, inventory details, special handling instructions, and any schedule preferences.
Billing and payment information, including records of services purchased, amount paid, payment method used, and tax-related details. Payment card information is usually processed by secure payment processors and is not fully stored by Moving Man.
Technical and usage data, such as basic device and browser information, log data, and information about how you interact with our website or digital tools, to the extent this is necessary for security, analytics, and service optimisation.
Sensitive personal data is not intentionally collected. If you voluntarily provide sensitive information, for example regarding health or mobility needs relevant to the moving service, we will handle it with heightened care and only for the specific purpose you disclosed it.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under the GDPR. Depending on the context, we may rely on the following lawful bases:
Contract performance: We process personal data to provide our services and to take steps at your request prior to entering into a contract. This includes providing quotations, scheduling and carrying out moves, communicating with you about your booking, and managing your customer account.
Legal obligations: We process data when necessary to comply with legal and regulatory obligations, such as tax, accounting, record-keeping, and responding to lawful requests from public authorities.
Legitimate interests: We process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes improving our services, managing our relationship with you, ensuring network and information security, preventing fraud, and defending legal claims.
Consent: In limited cases, we may rely on your consent, for example for certain types of direct marketing communications or where we process optional information you choose to provide. Where processing is based on consent, you may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries and provide quotations tailored to your specific moving requirements.
To plan, organise, and deliver moving and related services, including managing logistics, staffing, and scheduling, and to provide you with updates and service-related communications.
To manage billing, process payments through our chosen payment processors, handle refunds where applicable, and maintain accurate financial and transaction records.
To provide customer support, handle complaints and disputes, manage claims for loss or damage, and generally maintain and improve customer satisfaction.
To improve our services and operations, including conducting internal analysis, quality assurance, staff training, and service optimisation.
To send you information about similar products or services that may be of interest to you, in line with applicable marketing and consent rules, and allowing you to opt out at any time.
To comply with legal and regulatory requirements, and to protect our rights, property, and safety, as well as the rights, property, and safety of our customers and third parties.
Data Sharing and Processors
We do not sell your personal data. However, we may share your information with third parties where necessary and lawful, including:
Service providers acting as data processors, who provide services such as payment processing, secure data hosting, IT support, route planning, document management, and customer relationship management. These processors are contractually required to process your data only on our instructions and to implement appropriate security measures.
Operational partners, such as subcontracted moving teams or specialist service providers, where needed to carry out specific elements of your move or associated services. These parties receive only the information necessary to perform their tasks.
Professional advisers, such as legal advisers, accountants, or insurance providers, where needed for the establishment, exercise, or defence of legal claims or for compliance and advisory purposes.
Public authorities or law enforcement, where required by law or where necessary to protect vital interests or comply with legal processes.
In the event of a business reorganisation, merger, or transfer, your personal data may be disclosed to relevant third parties subject to continuing protection in accordance with this Privacy Policy and applicable law.
International Transfers
Where we transfer personal data outside the European Economic Area or the United Kingdom, we ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or equivalent mechanisms, in order to protect your data and ensure that it continues to be handled in a manner consistent with GDPR standards.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by applicable law.
Customer account and contract records are typically kept for the duration of our relationship with you and for a period afterwards as necessary to comply with legal, tax, and accounting obligations, and to resolve disputes or claims.
Financial records and invoices are retained for the period required by tax and accounting regulations.
Enquiries and quotation information may be kept for a limited period to respond to follow-up requests and to manage our internal records and statistics.
Marketing-related data is retained until you opt out or until it is no longer necessary in light of the purposes for which it was collected.
When data is no longer required, we will securely delete or anonymise it in accordance with our data retention and deletion procedures.
Data Security
We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, staff training, secure storage, and regular review of our data handling practices. While we strive to protect your data, no system can be guaranteed to be completely secure, and you are encouraged to take care when sharing personal information.
Your Data Protection Rights
Under the GDPR and applicable local laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data along with certain related information.
Right to rectification: You have the right to request that inaccurate or incomplete personal data be corrected or updated.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller, where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds. You also have an unconditional right to object at any time to the processing of your personal data for direct marketing.
Rights in relation to automated decision making: Moving Man does not carry out automated decision making or profiling that produces legal or similarly significant effects on you without human involvement.
You also have the right to lodge a complaint with your local supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection laws.
Children's Data
Our services are not directed to children, and we do not knowingly collect personal data relating to children without appropriate consent in accordance with applicable law. If we become aware that we have inadvertently collected such data, we will take steps to delete it as soon as reasonably possible.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. Updated versions will be made available through our usual communication channels, and the date of the latest revision will be indicated. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
