Privacy Policy

Man with Van Old Coulsdon Privacy Policy

This Privacy Policy explains how Man with Van Old Coulsdon collects, uses, stores, and protects personal data relating to our customers and potential customers in the Old Coulsdon area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Old Coulsdon and to all individuals who book, enquire about, or otherwise use our services in the Old Coulsdon area.

Data Controller

For the purposes of data protection law, Man with Van Old Coulsdon is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details such as your name, postal address, service address, and contact details. Service information such as the type of service requested, collection and delivery locations, property access details where relevant, dates and times of moves, job notes, and any instructions that you choose to provide to us. Communication records such as details of enquiries, quotes provided, confirmations, complaints, and any other correspondence between you and Man with Van Old Coulsdon. Payment and billing information such as information needed to process payments and issue invoices, including the amount paid, date of payment, and the payment method used. Technical information such as basic information generated when you contact us online, for example date and time of your enquiry and information about the device you use to access our website or online forms, where applicable.

We do not intentionally collect special category data such as information about your health, racial or ethnic origin, or religious beliefs. Please do not provide such information to us unless it is strictly necessary for the performance of the service and you understand that we will process it only for that purpose.

How We Collect Your Data

We may collect personal data directly from you when you contact us by phone, complete an online enquiry form, request a quotation, confirm a booking, or communicate with us by any other means. We may also collect information generated in the course of providing our services, for example internal job records and notes created by our staff or drivers following a booking. Where a booking is made on your behalf by another person, we may receive your personal data from them so that we can provide the requested service.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. The main lawful bases we rely on are:

Contractual necessity: We process your data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotations, confirming bookings, delivering our man and van services, and communicating with you about your booking. Legal obligation: We may process your data to comply with legal and regulatory obligations, for example maintaining tax records, accounting records, and responding to lawful requests from authorities. Legitimate interests: We may process your data where it is necessary for our legitimate interests and where these are not overridden by your rights and interests. This includes managing and improving our services, communicating with you about existing or similar services you have used, handling queries and complaints, and protecting our business from fraud or misuse. Consent: In limited situations, we may rely on your consent to process your personal data, for example for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations, handle enquiries, and confirm bookings. To deliver our man and van services in accordance with your instructions. To manage our relationship with you, including sending confirmations, updates, and changes relating to your booking. To issue invoices, process payments, and maintain financial records. To respond to your questions, feedback, or complaints and to resolve disputes. To improve and develop our services, including internal training and quality monitoring. To meet our legal and regulatory obligations and to cooperate with law enforcement or regulatory bodies where required.

Data Sharing and Processors

We may share your personal data with third parties who act as data processors on our behalf. These third parties only process your data in accordance with our instructions and for the purposes specified in this Privacy Policy. They are required to keep your data secure and confidential. Such processors may include payment processing providers who handle card payments or other transactions on our behalf, information technology and system support providers who assist with the running and security of our website, booking systems, or communication tools, and professional advisers such as accountants or legal advisers, where this is necessary for us to comply with our legal obligations and manage our business.

We may also share personal data where we are required to do so by law or where it is necessary to protect our rights or the safety of our staff, customers, or the public. We do not sell your personal data to third parties.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from outside these regions, we take appropriate steps to ensure that your personal data remains protected to a standard equivalent to that in the United Kingdom. This may include relying on adequacy regulations, using standard contractual clauses, or implementing other safeguards permitted by data protection law.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to meet any legal, regulatory, tax, or accounting requirements. In general, we will retain information related to bookings and invoices for a period that allows us to comply with legal record-keeping obligations and to deal with any potential queries or disputes that may arise after the service is completed. After the relevant retention period has expired, we will either delete or anonymise your personal data so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those employees and processors who need to know it for the purposes described in this Privacy Policy, using secure methods for storing and transmitting data where appropriate, and maintaining internal policies and training to ensure that personal data is handled responsibly.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These include:

Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how we process it. Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data relating to you. Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may be subject to our need to retain data for legal or contractual reasons. Right to restriction of processing: You may ask us to restrict the processing of your personal data in specific situations, for example while we are dealing with a request to correct data. Right to data portability: Where processing is based on your consent or a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller. Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing purposes. If you object to direct marketing, we will stop processing your data for that purpose.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We would however encourage you to contact us first so that we can try to resolve any concerns.

Children

Our services are intended for adults and are not directed at children. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data about a child, we will take steps to delete it as soon as reasonably possible, unless we have a legal obligation to retain it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or how we process personal data. Any changes will be posted in the latest version of this Privacy Policy. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.