Privacy Policy
Man with Van Southfields Privacy Policy
This Privacy Policy explains how Man with Van Southfields collects, uses, stores, and protects personal data relating to customers and prospective customers in the Southfields area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Southfields customers and prospective customers in the area, regardless of how you contact us or use our services.
Who We Are and Scope of This Policy
Man with Van Southfields provides transport and removal services to individuals and businesses in the Southfields area. For the purposes of data protection law, Man with Van Southfields is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
This Privacy Policy covers personal data we collect when you contact us to request a quote, make a booking, use our services, visit our website, or otherwise interact with us as a customer or prospective customer.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, address, collection and delivery addresses, and other contact details relevant to your move or transport request.
Booking and service information, such as the date and time of the service, details of the property or items to be moved, access information, special instructions you provide, and any related correspondence.
Communication records, such as information you provide when you contact us by phone, online forms, or other channels, including enquiries, feedback, and complaints.
Payment-related information, such as details necessary to process payments and record transactions. We do not store full payment card details where payments are taken through secure third-party processors.
Technical and usage data, such as information about how you use our website or digital services, including device information, approximate location data, and traffic data where this is collected through our website or analytics tools.
How We Collect Your Personal Data
We collect personal data from you directly when you request a quote, make a booking, provide instructions in relation to your move, communicate with us, or provide feedback. We may also collect personal data from third parties where this is necessary to deliver the service, for example if a third party books a service on your behalf and provides your contact details and address information.
We may collect certain technical data automatically when you use our website or digital services, through the use of cookies or similar technologies, to help us improve our services and understand how our website is used.
Lawful Bases for Processing Your Data
We process your personal data only where there is a lawful basis under data protection law. Depending on the circumstances, the lawful bases we rely on include the following:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, deliver transport or removal services, manage your booking, and handle payments.
Legal obligation: We may process personal data where necessary to comply with legal and regulatory obligations, such as record-keeping, tax, accounting, and responding to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and interests. This may include managing and improving our services, preventing fraud, ensuring the security of our operations, and handling customer enquiries and complaints.
Consent: In limited situations, we may rely on your consent to process personal data, for example for certain types of marketing or optional cookies. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, manage bookings, and deliver our man and van services in the Southfields area, including arranging pick-up and delivery, and communicating with you about the service.
To process payments and maintain accurate records of transactions and invoices.
To manage our relationship with you, including responding to enquiries, feedback, and complaints, and notifying you about changes to our services or relevant terms.
To improve and develop our services, including reviewing customer feedback, analysing service performance, and enhancing our website and customer experience.
To protect our business and customers, including preventing and detecting fraud or misuse of our services, and ensuring the security of our systems and operations.
To comply with applicable laws and regulations, and to cooperate with regulatory or law enforcement requests where required.
Data Sharing and Use of Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy. These third parties may act as data processors on our behalf or as independent controllers, depending on the circumstances.
Data processors are organisations that process personal data on our instructions. We may use processors for services such as payment processing, website hosting, IT support, customer relationship management systems, and analytics services. Where we use processors, we put in place contracts requiring them to protect your data, only process it on our instructions, and maintain appropriate security measures.
We may also share personal data with third parties such as insurers, professional advisers, and public authorities where required by law or necessary to protect our rights or the rights of others.
We do not sell your personal data to third parties.
International Transfers
In some cases, our service providers or their systems may be located outside the United Kingdom. Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as using countries with an adequacy decision or implementing standard contractual clauses or equivalent safeguards as required by data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.
In general, booking and service records are retained for a period that allows us to meet our legal obligations for tax, accounting, and record-keeping. Communication records and enquiry details may be kept for a reasonable period to handle any follow-up issues or repeat enquiries. Technical and analytics data may be retained for shorter periods, subject to our business and legal requirements.
When personal data is no longer needed, we will securely delete or anonymise it in accordance with our data retention procedures.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure systems, and restricting personal data access to staff and service providers who need it for legitimate business purposes and are bound by confidentiality obligations.
Your Data Protection Rights
As a customer or prospective customer of Man with Van Southfields in the Southfields area, you have various rights under data protection law in relation to your personal data. These rights may be subject to certain conditions and legal exceptions, but generally include:
Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data.
Right to rectification: You can request correction of inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data.
Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.
Right to object: You can object to certain types of processing, including processing based on our legitimate interests, in which case we will consider your request and stop processing unless we have compelling legitimate grounds to continue.
Right to data portability: In some cases, 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 we rely on your consent, you also have the right to withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.
If you wish to exercise any of these rights, you can contact us using the contact details provided in your booking documents or through our usual customer communication channels. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have concerns about how we handle your personal data, please contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or legal and regulatory developments. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
