Man With a Van Tooting Privacy Policy

This Privacy Policy explains how Man With a Van Tooting collects, uses, stores, and shares personal data relating to customers and prospective customers in our service area. It is intended to comply with the UK General Data Protection Regulation and other applicable data protection laws. By using our services, requesting a quote, or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers, potential customers, and website visitors of Man With a Van Tooting within our operating area. It covers personal data collected through our website, by phone, in person, and through any other communication channels we use to provide our moving and transport services.

Data Controller

Man With a Van Tooting is the data controller responsible for determining how and why your personal data is processed. Where we work with third party service providers who process personal data on our behalf, they act as data processors and are bound by contractual obligations to protect your information.

Types of Personal Data We Collect

We only collect personal data that is necessary for the purposes set out in this Privacy Policy. This may include the following categories of information:

Identification and contact details: such as your name, postal address, service address, billing address, and any other contact details you choose to provide.

Service and booking information: such as details of the move or transport requested, property details relevant to access, dates and times of service, pick-up and drop-off locations, inventory details you provide, and any special instructions.

Communication data: including the content of messages you send to us, notes of conversations we may keep for record-keeping and customer service purposes, and your preferences regarding contact and marketing.

Payment and transaction data: such as records of services purchased, payment status, method of payment, and amounts paid. We do not store full payment card details; where electronic payments are used, those details are processed securely by our payment processor.

Technical and usage data: such as information about how you use our website or online forms, including approximate location, device characteristics, and pages visited, where this is collected through cookies or similar technologies. Where required, we will seek your consent for certain non-essential cookies.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or use our services. This may be done in person, over the phone, or through online contact forms.

We may also receive personal data indirectly from third parties where this is necessary to provide our services, such as property agents or other service providers involved in your move who share relevant details with your prior knowledge.

Purposes and Lawful Bases for Processing

We process personal data only where we have a valid lawful basis under data protection law. The main purposes and corresponding lawful bases include:

To provide quotes and perform our services: We use your identification, contact, service, and payment data to respond to your enquiries, provide quotes, schedule services, complete bookings, and manage your move. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage customer relationships: We keep records of communications and service history to handle queries, complaints, and aftercare. The lawful basis is our legitimate interests in operating and improving our business and providing good customer service.

To manage billing and accounting: We process transaction and payment information for invoicing, payment processing, and accounting purposes. The lawful basis is performance of a contract and compliance with legal obligations relating to tax and accounting.

To ensure security and prevent misuse: We may process data to protect our staff, vehicles, and customers, to detect and prevent fraud or misuse of our services, and to enforce our terms. The lawful basis is our legitimate interests in protecting our business and complying with the law.

To send service-related communications: We may use your contact details to send important updates about your booking or service. The lawful basis is performance of a contract and our legitimate interests in keeping you informed about matters affecting your booking.

To send optional marketing communications: With your consent where required, we may use your contact details to send information about services, offers, or news that may be of interest. You can withdraw consent or opt out at any time.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements.

Customer and booking records are generally kept for a set period after the end of the service relationship, to enable us to respond to queries, handle disputes, and meet our legal obligations. Certain financial and transactional records may be retained for longer periods in line with statutory requirements.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it so that it can no longer be associated with you.

Data Processors and Sharing of Personal Data

We do not sell your personal data. We may share personal data with third parties only where this is necessary and lawful, including:

Service providers and processors: such as IT and systems support, website hosting providers, payment processors, and administrative support services that act on our instructions and are contractually required to protect your data.

Professional advisers: such as accountants, insurers, and legal advisers, where necessary for our legitimate business purposes or to comply with legal obligations.

Authorities and regulatory bodies: where required by law, in connection with legal proceedings, or to protect our rights, safety, or property, or that of our customers or others.

Any third parties with whom we share data are only given access to the personal data they need to perform their services or functions, and they are not permitted to use it for their own purposes.

International Transfers

Where possible, we seek to keep your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer your personal data outside these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures approved by relevant authorities, to protect your rights and freedoms.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: You can request that inaccurate or incomplete personal data be corrected or completed.

Right to erasure: You can request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligations require retention.

Right to restriction of processing: You can request that we limit the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds to continue. You always have the right to object to direct marketing, and we will stop such processing immediately.

Right to data portability: For certain data processed by automated means on the basis of consent or contract, you can request a copy in a structured, commonly used, machine-readable format and ask that it be transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing prior to withdrawal.

Security of Your Personal Data

We implement appropriate technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage practices, and limiting personal data access to staff and processors who need it to perform their duties.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any significant changes will be explained in an updated version of this policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact methods set out on our website or service materials.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We would, however, appreciate the chance to deal with your concerns first and invite you to contact us in the first instance.