Man with Van New Addington Privacy Policy
This Privacy Policy explains how Man with Van New Addington collects, uses, stores, shares and protects personal data relating to our customers and prospective customers in the New Addington area. It also explains the rights you have under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van New Addington customers and individuals who contact us or use our services in the New Addington area, whether enquiries are made by phone, online, or in person.
Data Controller
For the purposes of data protection law, Man with Van New Addington is the data controller in relation to the personal data we collect about you. This means we decide how and why your personal data is processed and we are responsible for ensuring that it is used in accordance with applicable data protection legislation.
Personal Data We Collect
We only collect personal data that is necessary for us to provide our man and van services, manage our relationship with you, and comply with legal obligations. The categories of personal data we may collect include:
Identification and contact details, such as your name, postal address, service address, and other contact details you choose to provide, such as online usernames or preferred contact methods.
Booking and service information, such as the date and time of your move or transport job, collection and delivery addresses, access details, details about items to be moved, and any instructions or notes you provide.
Communication records, such as messages you send to us, notes of telephone conversations, and any feedback or complaints you submit.
Payment and transaction information, such as the amount charged, payment method type and transaction details processed through our chosen payment services. We do not store full payment card details; these are handled securely by our payment processors.
Technical and usage information, where relevant, such as basic technical information collected when you visit our website, including device type, approximate location, pages visited, and similar usage data collected by cookies or similar technologies where permitted by law and, where required, with your consent.
How We Collect Your Data
We collect personal data from you in a number of ways:
When you contact us directly by telephone, online form, messaging services or in person to request a quote, make a booking or ask a question.
When you use our services and we record details necessary to complete your booking and carry out the job safely and efficiently.
When you make a payment using our chosen payment processor, which may share transaction confirmation details with us.
When you visit our website or interact with our online content, where technical data may be collected using cookies or similar technologies, subject to your preferences and applicable law.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under the UK GDPR. Depending on the context, we may rely on the following lawful bases:
Contract. We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out man and van services, taking payment and communicating with you about your booking.
Legitimate interests. We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include managing and improving our services, responding to enquiries, keeping appropriate records of jobs, and protecting our business against fraud or misuse.
Legal obligation. We may process certain data where we are required to do so to comply with legal obligations, such as tax, accounting or regulatory requirements.
Consent. In limited circumstances we may rely on your consent, for example for certain direct marketing communications or for the use of non-essential cookies. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We may use the personal data we collect for the following purposes:
To provide quotes and manage bookings for our man and van services, including confirming details, planning routes, and ensuring access at collection and delivery points.
To deliver our services safely and efficiently, including handling your belongings, coordinating with you on timing, and managing any changes or issues that arise during the job.
To handle payments, issue invoices or receipts, and maintain financial records for accounting and tax purposes.
To communicate with you before, during and after the provision of services, including responding to queries, providing updates, managing complaints or resolving disputes.
To manage and improve our business operations, such as training, quality control, service analysis, and maintaining appropriate records.
To comply with legal and regulatory obligations, and to help prevent or detect fraud or misuse of our services.
Where permitted, to send you information about our services that may be of interest to you, and to manage your marketing preferences.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy, always subject to appropriate safeguards.
Service providers and data processors. We may share your data with third party suppliers who process data on our behalf, such as payment processors, IT and cloud service providers, booking or scheduling systems, and providers that help us manage communications or customer records. These processors are only permitted to use your data in accordance with our instructions and for the purposes we specify.
Professional advisers. We may share data with professional advisers, such as accountants or legal advisers, where reasonably necessary to obtain professional advice or comply with legal obligations.
Authorities and legal requirements. We may disclose personal data where required to do so by law or where we reasonably believe such action is necessary to comply with legal processes, respond to lawful requests, or protect our rights, safety, or property, or that of our customers or others.
International Transfers
Some of our service providers may be located outside the United Kingdom or may store data on servers located outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection law, such as using standard contractual clauses or ensuring the recipient is in a country with an adequate level of protection as recognised by relevant authorities.
Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
Booking and service records are generally kept for a period that allows us to deal with any queries, complaints or legal claims that may arise following completion of the job, and to comply with tax and accounting obligations.
Communication records may be retained for a reasonable period to help us manage our relationship with you, improve our services, and resolve any issues.
Where we rely on your consent for specific types of processing, we will retain the associated data until you withdraw your consent or until it is no longer needed for the relevant purpose, whichever occurs first.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include limiting access to your data to personnel and service providers who need it for legitimate business purposes and are subject to confidentiality obligations.
While we work hard to protect your data, no system can be completely secure. You are responsible for taking reasonable steps to protect your own information, for example by not sharing sensitive details in open or insecure channels.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van New Addington customers in the New Addington area, subject to certain limitations and exemptions.
Right of access. You have the right to request confirmation that we are processing your personal data and to request a copy of the personal data we hold about you.
Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data about you.
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 needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction. You may have the right to request that we restrict the processing of your personal data, for example while we verify its accuracy or assess an objection you have raised.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to direct marketing at any time.
Right to data portability. Where we process your personal data based on your consent or on a contract with you, and the processing is carried out by automated means, you may have the right to receive that data in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we process your data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has not been handled in accordance with data protection law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updates will be effective from the date of publication. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
Your continued use of our services after any changes are made to this Privacy Policy will be understood as your acknowledgement of the updated terms.
