Privacy Policy
Man with Van Old Malden Privacy Policy
This Privacy Policy explains how Man with Van Old Malden collects, uses, stores, and protects personal data of its customers and prospective customers in the Old Malden area. It is intended to meet the requirements of the United Kingdom General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Old Malden customers and individuals who enquire about, book, or receive our services in the local area.
Data Controller
Man with Van Old Malden is the data controller for the personal data described in this Privacy Policy. As data controller, we decide what personal data we collect, how we use it, and for how long we keep it, in line with applicable data protection law.
Personal Data We Collect
We collect and process different types of personal data in order to provide our moving and transport services, manage our relationship with you, and operate our business. The categories of personal data we may collect include:
Identification and contact details, such as your name, address, service address, and preferred contact method.
Booking and service information, such as dates and times of moves, collection and delivery locations, access details, property type and floor level, parking information, and a description of items to be moved.
Communication records, such as notes of telephone conversations, and any other correspondence or messages you send to us relating to enquiries, quotations, bookings, complaints, or feedback.
Payment-related information, such as the amount charged for services, payment status, and payment method type. We do not store full payment card numbers or security codes; these are handled by our payment processing providers where used.
Usage and technical information where relevant, such as information about how you use our online contact forms or other digital tools that we may provide, including date and time of enquiry and device or browser type.
How We Collect Your Data
We generally collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us about our services. This can occur through telephone conversations, text-based messages, or online forms.
We may also receive personal data about you indirectly when another person arranges a service on your behalf and provides your details for the purposes of completing the booking or delivering the service at your address. In such cases, we rely on that person to ensure that you are informed that your data has been shared with us.
Lawful Basis for Processing
We rely on the following lawful bases for processing your personal data under data protection law:
Contract. We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering removal or transport services, communicating about the service, and managing payments and invoices.
Legal obligation. We may process your personal data when it is necessary to comply with our legal obligations, such as maintaining accurate financial records for tax and accounting purposes or responding to lawful requests from regulatory or law enforcement authorities.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. These interests may include managing and improving our services, handling customer queries and complaints, protecting our business against fraud or misuse, and maintaining records of our interactions with you.
Consent. In limited cases, we may rely on your consent, for example if we wish to send you certain types of optional marketing messages or use your feedback in promotional material. When we rely on consent, you have the right to withdraw that consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, confirm availability, and discuss service options based on your requirements and locations.
To manage and deliver bookings, including planning routes, scheduling our team, and carrying out the removal or transport service at the agreed times and places.
To communicate with you before, during, and after the service regarding arrangements, updates, issues, and feedback.
To issue invoices, process payments through our chosen payment processors, and manage any refunds or payment queries.
To maintain internal records of bookings, services provided, and customer communications for reference, quality control, and dispute resolution.
To comply with legal and regulatory obligations, including accounting, taxation, and the handling of complaints or claims.
To protect our business interests, including preventing misuse of our services and addressing safety or security concerns relating to jobs we undertake.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and lawful. These third parties may include:
Service providers acting as data processors who support our operations, such as payment processing companies, providers of digital tools we use to store booking information, or document storage providers. These processors act on our instructions and are required to keep your data secure and confidential.
Professional advisers, such as accountants or legal advisers, where this is necessary to obtain professional advice, manage our accounts, or handle legal matters.
Regulatory authorities, law enforcement, or other public bodies when we are legally obliged to do so or where disclosure is necessary to protect our rights or the rights of others.
Any other person involved in the provision of our services where sharing your information is necessary for delivering the service, such as subcontractors working under our direction. These parties are required to handle your data in accordance with data protection law.
International Data Transfers
Our primary operations are based in the United Kingdom and we seek to keep your personal data within the UK or other jurisdictions that provide an adequate level of data protection. If we ever need to transfer personal data outside the UK in connection with our use of third-party service providers, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised protection measures.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, and reporting obligations.
In practice, this generally means:
Booking and service records, including basic contact and service details, are typically retained for a period needed to handle any queries, complaints, or legal claims and to meet taxation and accounting requirements.
Communication records may be kept for a reasonable period to provide a record of our interactions with you and to improve our customer service.
Where we rely on your consent for any optional processing, we retain the relevant data only for as long as your consent remains in place, or until you withdraw it.
When personal data is no longer required, it will be securely deleted or anonymised so that it can no longer be linked to you.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to those who need it for their role, using secure storage methods, and taking reasonable steps to ensure that our service providers also maintain adequate security. While we strive to protect your data, no method of transmission or storage can be guaranteed as completely secure.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data.
Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. You may request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason to continue processing it.
Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to data portability. In some circumstances, you may 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 may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for any direct marketing purposes.
Right to withdraw consent. Where we rely on your consent for specific processing activities, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to raise a concern or lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve your concern directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices, or applicable law. Any changes will apply from the date they are published in the updated policy. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
