Privacy Policy - Man With Van Footscray

This Privacy Policy explains how Man With Van Footscray collects, uses, stores, shares, and protects personal information in connection with the services it provides. It applies to all Man With Van Footscray customers in the area, including individuals and businesses who request quotes, make bookings, receive moving services, or otherwise interact with our team. We are committed to handling personal data in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and to maintaining a responsible and transparent approach to privacy.

1. Information We Collect

We collect only the information that is reasonably necessary to provide and manage our moving and transport services. The types of personal information we may collect include:

Identification details, such as your name and any business or organisation name you provide.
Contact details, including phone number, email address, and service address.
Booking and service details, such as move date, pickup and drop-off locations, item lists, access requirements, and service preferences.
Payment information, including billing details and records of payments made for services.
Communication records, such as enquiries, complaints, feedback, and correspondence with our staff.
Additional information you choose to provide, such as special handling instructions, delivery notes, or instructions relating to property access.

In some cases, we may also collect information from third parties where it is necessary to provide the service. For example, we may receive details from a person arranging a move on your behalf, a property manager, or another authorised representative.

2. How We Collect Information

We collect personal information directly from you wherever practicable. This may occur when you request a quote, book a service, communicate with our team, provide instructions before or during a move, or make a payment. We may also collect information through phone calls, email, forms, text messages, and other business communications.

In limited situations, we may collect information from third parties, such as subcontractors, agents, or authorised representatives, where this is necessary for service delivery, scheduling, or payment processing. If we receive information about you from another person, we will only use it for the purpose for which it was provided or for a related purpose you would reasonably expect.

3. Why We Use Your Information

We use personal information to operate our business and deliver moving services effectively. The purposes for which we may use your information include:

providing quotes and responding to service enquiries;
confirming and managing bookings;
planning and completing moving, loading, transport, and delivery services;
communicating about service timing, access, or changes to bookings;
issuing invoices, processing payments, and maintaining financial records;
handling complaints, disputes, or service-related issues;
meeting legal and regulatory obligations;
maintaining business records, improving service quality, and training staff;
preventing fraud, misuse, or unauthorised activity.

We will not use your personal information for unrelated purposes without your consent unless otherwise permitted by law.

4. Lawful Basis for Processing

Although Australian privacy law does not use the same lawful-basis framework as the GDPR, this policy explains the legal grounds on which we rely when processing personal data. Our processing is generally based on one or more of the following:

Performance of a contract or steps taken before entering into a contract, such as providing a quote, booking a move, or delivering the service.
Legitimate interests, including operating our business efficiently, managing customer relationships, securing our systems, improving services, and keeping appropriate records, provided these interests do not override your privacy rights.
Compliance with legal obligations, such as taxation, accounting, record-keeping, insurance, or dispute resolution requirements.
Consent, where you have clearly agreed to a specific use of your information, such as receiving certain communications or sharing information in a particular way.

Where we rely on consent, you may withdraw it at any time, subject to any legal or contractual limitations that apply.

5. Disclosure to Processors and Third Parties

We may disclose personal information to trusted third parties where reasonably necessary for the operation of our business and the provision of services. These parties may act as processors or service providers handling personal data on our behalf under instructions and confidentiality obligations. Examples may include:

payment and accounting service providers;
IT and cloud storage providers;
communication and scheduling platforms;
professional advisers such as accountants, insurers, or lawyers;
subcontractors or partner service providers assisting with a move;
government agencies, regulators, or law enforcement where required by law.

We take reasonable steps to ensure that any third party handling personal information does so securely and only for the purposes we have authorised. We do not sell personal information.

6. Overseas Disclosure

In some cases, service providers may store or process information outside Australia. If this occurs, we will take reasonable steps to ensure the recipient protects your personal information in a manner consistent with applicable privacy standards. Where practical, we assess whether overseas providers maintain safeguards appropriate to the sensitivity of the data.

7. Retention of Personal Information

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. The length of time we keep information depends on the type of record and why it was collected.

For example, booking records, invoices, and payment-related documents may need to be retained for a longer period to comply with taxation and business record obligations. Communication records may be kept for a shorter or longer period depending on whether they are required to manage ongoing service issues or disputes. When personal information is no longer needed, we will take reasonable steps to securely destroy or de-identify it, unless retention is required by law.

8. Data Security

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures may include access controls, secure storage practices, staff confidentiality obligations, and regular review of our information handling procedures.

While we work to protect your information, no method of electronic storage or transmission is completely secure. If a data breach occurs, we will respond in accordance with applicable law and take appropriate steps to assess and address the situation.

9. Your Rights

You have rights in relation to your personal information, and we aim to support those rights in a fair and timely manner. Subject to legal exceptions, you may request:

Access to the personal information we hold about you;
Correction of information that is inaccurate, incomplete, or out of date;
Deletion of personal information where it is no longer required or where deletion is otherwise permitted by law;
Restriction or objection to certain processing activities, where applicable and legally available;
Information about disclosures of your data to third parties, where appropriate;
Withdrawal of consent for processing based on consent.

We may need to verify your identity before fulfilling a request. In some cases, we may be unable to comply with a request if the law requires or permits us to retain the information.

How Rights Requests Are Handled

When you make a privacy request, we will review it carefully and respond within a reasonable time. If we need more information to locate your records or confirm your identity, we may ask for additional details. If we refuse to act on a request, we will explain the reason where permitted by law.

10. Marketing Communications

We may occasionally send service-related updates or business communications that are necessary for managing a booking or customer relationship. If we send promotional messages, we will do so only in accordance with applicable law. You may opt out of marketing communications at any time, and we will respect your choice.

11. Cookies and Online Information

If we use online tools that collect technical data, such information may include basic device or browser data, usage logs, and similar analytics information. This is generally used to maintain website performance, improve user experience, and understand general traffic patterns. Where personal information is collected through online tools, it will be handled consistently with this Privacy Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The current version will apply to all relevant personal information handled by Man With Van Footscray. We encourage customers to review this policy periodically so they remain informed about how their information is managed.

13. Commitment to Privacy

We value the trust customers place in us when they share personal information. Our approach is to collect only what we need, use it fairly, retain it responsibly, and provide meaningful choices where possible. This policy applies to all Man With Van Footscray customers in the area, and by engaging our services you acknowledge that your personal information may be handled as described above in a lawful, secure, and transparent manner.