Man with Van Watford Privacy Policy
This Privacy Policy explains how Man with Van Watford collects, uses, stores and shares personal data relating to customers and potential customers in our service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services or contacting us to request a quote, you acknowledge that you have read this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van Watford customers and prospective customers within our operating area, including individuals and businesses who contact us for quotes, bookings or general enquiries. Man with Van Watford acts as the data controller for the personal data described in this policy, meaning we determine the purposes and means of processing your personal information.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The main categories of data we may collect include:
Identity data such as your name and, where relevant, business name and job title.
Contact data such as your billing address, collection and delivery addresses, and any other addresses required to provide our services.
Communication data such as information you provide when you contact us for a quote, make a booking, ask a question, make a complaint or provide feedback.
Booking and service data such as the date and time of your move or transport job, details of items to be moved, access information, instructions you provide to us and records of the services delivered.
Payment and transaction data such as information relating to payments you make for our services, including invoices, amounts paid, payment method and payment status. We do not store full payment card details; where card payments are used, these are processed securely by a payment processor.
Technical and usage data such as basic information about how you interact with our website or online forms, which may include the date and time of visits and pages viewed. We use this information to help improve our services and user experience.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, make a booking, complete an online form, call us, or communicate with us by any other means. We may also collect data when you provide feedback or reviews about our services.
In some cases, we may receive your details from a third party who is arranging services on your behalf, for example an estate agent, landlord or another person helping you to move. In such situations, we treat the information we receive in accordance with this Privacy Policy.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process personal data where it is necessary to provide quotes, confirm bookings, carry out moves and transport services, issue invoices and manage your account. Without this information, we would not be able to perform the contract or take steps at your request before entering into a contract.
Legal obligation: We may process personal data where it is necessary for compliance with legal obligations, such as record keeping, tax and accounting requirements, or responding to lawful requests from regulatory or law enforcement bodies.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, handling customer queries and complaints, and protecting our business from fraud or misuse.
Consent: In some cases we may rely on your consent, 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 your personal data for the following purposes:
To provide quotes, respond to enquiries and supply information about our services.
To create and manage bookings, plan routes, allocate vehicles and staff, and deliver man and van services safely and efficiently.
To communicate with you about your booking, including confirmations, updates, reminders and any changes to your service.
To issue invoices, process payments, maintain financial records and manage any refunds or disputes.
To handle complaints, resolve disputes, and respond to feedback or questions.
To manage our business operations, including record keeping, reporting, training, and service improvement.
To comply with applicable laws and regulations, and to cooperate with authorities when required.
Data Retention
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.
In general, we keep basic customer and booking information for a number of years after the end of our relationship for tax, accounting and business record purposes. In some cases, we may retain data for longer if required by law or where necessary to establish, exercise or defend legal claims.
When personal data is no longer required for the purposes described in this policy, we will take reasonable steps to delete it or anonymise it so that it can no longer identify you.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These service providers are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your information secure and confidential.
Typical processors may include providers of booking or scheduling systems, payment processing services, accounting or invoicing tools, cloud storage and document management services, and information technology support providers.
We may also share personal data with other third parties where required by law, for example with tax authorities, regulators or law enforcement bodies, or where it is necessary to protect our rights, property or safety, or the rights, property or safety of our customers or others.
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, we will take appropriate steps to ensure that your personal data is protected in line with applicable data protection laws. This may include using standard contractual clauses or ensuring that transfers are made to countries that have been recognised as providing an adequate level of data protection.
Data Security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect your information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are proportionate to the nature of the data and the risks associated with processing it.
However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are also responsible for safeguarding any information that you transmit to us.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions, but generally include:
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how we use it.
Right to rectification: You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object: You may have the right to object to processing based on our legitimate interests, including profiling. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability: In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
Where we rely on consent as a lawful basis, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before withdrawal.
Complaints and Contact
If you have questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using the details available on our website or other communication channels we provide.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We would, however, appreciate the chance to address your concerns directly before you approach the authority.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any revised version will be posted on our website and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
