Man with Van Mile End Privacy Policy
This Privacy Policy explains how Man with Van Mile End collects, uses, stores, and protects your personal data when you use our services. It applies to all Man with Van Mile End customers in our service area, including individuals, households, and businesses who contact us or book our man and van services.
We are committed to handling your personal data in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. Please read this Privacy Policy carefully to understand how and why we use your information and the rights you have in relation to it.
1. Data Controller
For the purposes of data protection law, Man with Van Mile End is the data controller of the personal data we collect and process about you. This means we decide how and why your personal data is used in connection with our services.
2. Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, or use our services:
Contact and identification details: your name, address, collection and delivery addresses, and any other relevant location details you provide.
Communication details: information you provide when you contact us by phone, messaging services, or online forms, including the content of your enquiries, quotes, and booking instructions.
Service details: information relating to the service you request, such as dates and times, property access information, type and quantity of items to be moved, and special handling instructions.
Payment and transaction information: details of the services you have purchased from us and transaction records. We do not store full payment card details; where card payments are taken, they are processed securely through third-party payment providers.
Technical and usage data: limited technical information that may be collected when you visit our website or interact with our online content, such as device type, approximate location, and general browsing data, where this is necessary for site operation or analytics.
Any other information you choose to provide: additional personal data you voluntarily share with us in the course of arranging or receiving services, where relevant to your booking.
3. Lawful Bases for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we may rely on the following legal bases:
Contract: to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out removals and transport, and managing payments.
Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This can include managing our relationship with you, improving our services, handling enquiries, and ensuring the security and efficient operation of our systems.
Legal obligation: to comply with legal and regulatory requirements, such as accounting, tax, and record-keeping obligations.
Consent: where you have clearly agreed to a specific use of your data, for example, where required for certain forms of marketing or optional communications. When we rely on consent, you can withdraw it at any time.
4. How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotes and respond to enquiries about our man and van services.
To create and manage bookings, schedule vehicles and staff, and deliver the services you have requested.
To communicate with you about your booking, including confirmations, updates, and changes to agreed services.
To process payments and maintain accurate financial and transaction records.
To manage our business operations, including planning routes, allocating resources, managing staff, and ensuring service quality and safety.
To handle complaints, disputes, and queries, and to provide customer support.
To comply with legal and regulatory obligations, including fraud prevention, security, and accounting requirements.
To analyse and improve our services, processes, and customer experience, where this can be done in a privacy-respecting manner.
5. Data Retention
We retain your personal data only for as long as is necessary for the purposes described in this Privacy Policy, or as required by law. The length of time we keep your data depends on the nature of the information and the reasons for its processing.
In general:
Service and booking records: we may retain booking and service information, including your contact details, for a period necessary to manage our relationship with you, handle any queries or disputes, and meet accounting and tax requirements.
Financial and transaction records: we keep these for the periods required by law, typically several years for tax and audit purposes.
Communication records: we may keep correspondence and enquiry records for a reasonable period to manage follow-up, track service history, and improve our services.
When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise removed from our systems.
6. Data Sharing and Processors
We do not sell your personal data. However, we may share your information with trusted third parties where necessary for the purposes set out in this Privacy Policy.
Service providers and processors: we may share your personal data with third-party companies who provide services to us or on our behalf, such as payment processing, accounting, customer management, route planning tools, website hosting, or IT support. These third parties act as data processors and are only permitted to use your data in accordance with our instructions and applicable data protection laws.
Professional advisers: we may share information with professional advisers including accountants, auditors, or legal advisers where necessary for legal, compliance, or business management purposes.
Authorities and law enforcement: we may disclose your personal data to public authorities, regulators, or law enforcement where required by law or in response to valid requests, or to establish, exercise, or defend legal claims.
In all cases where we use data processors, we take steps to ensure that your personal data is kept secure and that appropriate contractual and technical safeguards are in place.
7. International Transfers
Where we use service providers or systems located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that have different data protection standards. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised under data protection law, to provide adequate protection for your personal data.
8. Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure storage, data minimisation practices, and staff awareness regarding confidentiality and data protection.
While we take reasonable precautions to protect your data, no system can be guaranteed to be fully secure. You should also take care to protect the information you share with us, especially when using open networks or public devices.
9. Your Data Protection Rights
As a customer of Man with Van Mile End in our service area, you have a number of rights in relation to the personal data we hold about you, subject to certain legal conditions and exemptions. These rights include:
Right of access: you can request confirmation that we process your personal data and ask for a copy of the information we hold about you.
Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.
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.
Right to restriction of processing: you can ask us to restrict the use of your personal data in certain situations, such as while we review a challenge to its accuracy.
Right to data portability: where we process your data on the basis of your consent or a contract and by automated means, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, or transfer it to another controller where technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will consider your objection and stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before you withdraw consent.
You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are concerned about how we handle your personal data.
10. 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 significant changes will be made available through our usual communication channels or on our website. The revised version will apply from the date it is published.
By continuing to use our services after any updates to this Privacy Policy, you acknowledge that you have read and understood the revised terms describing how we handle your personal data.
