Man and a Van Roehampton Privacy Policy
This Privacy Policy explains how Man and a Van Roehampton collects, uses, stores and shares personal information about its customers. It applies to all Man and a Van Roehampton customers in the Roehampton area, including individuals and businesses who contact us, request a quote, make a booking or otherwise use our services.
Who We Are and Scope of This Policy
Man and a Van Roehampton is a local moving and transport service provider. For the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller in relation to the personal data we collect from our customers in the Roehampton area.
By using our services or providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time, and any changes will apply from the date of publication.
Types of Personal Data We Collect
We only collect information that is necessary for us to provide and manage our services. The personal data we may collect includes:
Identification and contact details: name, address, collection and delivery addresses, contact details such as mobile or landline number and any other contact information you choose to provide to us when arranging services.
Booking and service details: details of the services you request, dates and times of bookings, access information for properties, parking and loading notes, inventory outlines or descriptions of items to be moved, and any special instructions you provide.
Payment information: details related to payments such as amounts, dates and methods of payment. We do not store full card details if card payment processing is handled by third party payment processors.
Communications data: information contained in emails, messages, enquiry forms, feedback or complaints, and any other correspondence you have with us.
Technical and usage data: limited technical data where necessary for providing online enquiry or booking tools, such as device type, basic browser information or anonymous usage statistics, where these are collected by our website service provider.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request a quote, make an enquiry, book a service, provide feedback or communicate with us in any other way. This can be via telephone calls, text messages, messaging apps, online forms or in person.
We may also receive personal data from third parties where this is necessary to provide our services, for example if a letting agent, landlord, business partner or family member books services on your behalf and provides your contact details and relevant service information.
Lawful Bases for Processing Your Data
We process your personal data only when permitted by law and rely on the following lawful bases:
Contract: we process your data to take steps at your request before entering into a contract and to perform our contract with you. This includes handling enquiries, providing quotes, managing bookings, carrying out removals and related services and communicating with you about your booking.
Legitimate interests: we may process your data when it is necessary for our legitimate business interests, and these interests are not overridden by your rights and interests. This includes recording service history, improving our services, handling customer service and maintaining accurate business records.
Legal obligations: we may process your data where necessary to comply with legal or regulatory obligations, such as record keeping, tax and accounting requirements or responding to lawful requests from public authorities.
Consent: in some cases we may rely on your consent, for example where we send certain types of marketing communications that are not based on our legitimate interests. Where we rely on consent, you may withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotations and discuss service options with you.
To create, manage and fulfil your bookings and to deliver our moving and transport services safely and efficiently.
To communicate with you about your booking, including confirmations, updates, changes and follow up messages.
To manage payments, invoices, receipts and refunds and to maintain accounting and financial records.
To improve our services and customer experience, including analysing feedback and resolving complaints or disputes.
To maintain general business administration, including planning, logistics, staff allocation and service quality checks.
To comply with legal obligations and to respond to court orders, governmental requests or regulatory requirements.
Data Sharing and Use of Processors
We do not sell your personal data. We may share personal data with third parties where necessary for the purposes set out in this Privacy Policy and in accordance with data protection law.
Service providers and processors: we may share your data with trusted third party service providers who act as data processors and who provide services such as website hosting, payment processing, customer relationship tools, email or messaging services, cloud storage and business administration systems. These processors are only allowed to process your data on our instructions and must implement appropriate security measures.
Professional advisers: we may share data with our accountants, legal advisers or other professional consultants when necessary for the services they provide to us.
Authorities and legal requirements: we may share personal data with law enforcement agencies, courts, regulators or other public authorities if we are legally required to do so or if it is necessary to protect our rights, property or the safety of our staff, customers or the public.
We require all third parties with whom we share personal data to respect the security of your data and to treat it in accordance with the law.
International Transfers
Our core services are based in the United Kingdom. If we use service providers that store or access personal data from outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or approved standard contractual clauses, to protect your data to a standard essentially equivalent to that required under UK data protection law.
Data Retention
We will not keep your personal data for longer than necessary for the purposes for which it was collected. The retention period will depend on the type of data and the reasons for processing it.
In general, we keep service and booking records, contact details and associated documentation for a period that allows us to deal with queries, disputes, tax and accounting obligations and legal claims. After the relevant retention period expires, we will securely delete or anonymise your personal data.
Where we rely on your consent for specific uses of your data, such as certain marketing communications, we will keep that data until you withdraw your consent or until it is no longer required for the relevant purpose.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include restricted access to information, password protection, secure storage, staff awareness and contractual obligations with our service providers.
While we take reasonable steps to protect your data, no system can be completely secure. You are responsible for keeping any communication devices and channels you use to interact with us secure and for notifying us of any suspected misuse of your personal data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.
Right of access: you can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis to continue processing it.
Right to restriction of processing: you can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: you can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, including profiling related to those interests. You also have the absolute right to object to direct marketing.
Right to data portability: where our processing is based on your consent or on a contract and is carried out by automated means, you can request that we provide certain personal data to you or to another data controller in a structured, commonly used and machine readable format.
Right to withdraw consent: where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns.
Contact and Further Information
If you have any questions about this Privacy Policy, how we process your personal data or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our website or through the usual communication channels you use to reach Man and a Van Roehampton.
This Privacy Policy applies to all customers of Man and a Van Roehampton in the Roehampton area and is intended to provide clear and transparent information about our data protection practices.
