Man with Van West Green Privacy Policy
This Privacy Policy explains how Man with Van West Green collects, uses, stores and protects personal data relating to customers and prospective customers in the West Green area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van West Green customers and service users in the local area, whether you contact us online, by phone, or in person.
Who we are
Man with Van West Green is a local transport and removal service provider. In the context of applicable data protection law, we are the data controller for the personal data we collect about you in connection with our services. This means we decide why and how your personal data is processed.
What personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identity and contact details, such as your name, contact address, and any other contact details you choose to provide when making an enquiry or booking our services.
Service and booking details, such as collection and delivery addresses, access instructions, preferred dates and times, type and size of move, and any other information relevant to providing the man and van service you have requested.
Communication data, such as details of enquiries, quotes, correspondence, and feedback you provide to us by phone, messaging services, or in person.
Payment and transaction details, such as records of payments made and amounts charged. We do not store full payment card details; where card payments are taken through a third party provider, those details are processed securely by that provider.
Technical and usage data, where relevant, such as basic information about how you use our website or online tools, including pages viewed and the time and date of visits. This may be collected through standard server logs or similar technologies.
How we collect personal data
We collect personal data directly from you when you contact us for a quote, make a booking, or otherwise communicate with us about our services. This may be by phone, via an online form, or face to face.
We may also generate personal data about you in the course of providing our services. For example, we will create and keep records of bookings, invoices and any issues that arise so that we can manage your move and our business effectively.
Purposes and lawful bases for processing
We only use your personal data where we have a valid legal basis to do so. The main purposes and associated lawful bases are as follows.
To provide our services and manage bookings. We use your personal data to respond to enquiries, provide quotes, confirm bookings, carry out collections and deliveries, and handle any changes or queries. The lawful basis is that processing is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract.
To manage our business and maintain records. We use your data to issue invoices, keep accounting records, and manage our operations and routes. The lawful basis is our legitimate interests in running and improving our business, and in some cases our legal obligations relating to tax and accounting law.
To communicate with you about your service. We may contact you to confirm arrangements, notify you of arrival times, follow up on issues, or request feedback. The lawful basis is performance of a contract and our legitimate interests in ensuring customer satisfaction and resolving problems.
To comply with legal and regulatory requirements. We may process and retain certain data to meet our legal obligations, such as tax reporting or responding to lawful requests from authorities. The lawful basis is compliance with legal obligations.
To protect our rights and prevent misuse. We may process data to investigate complaints, disputes or suspected fraud, or to protect our staff and property. The lawful basis is our legitimate interests in protecting our business and customers, and where necessary for the establishment, exercise or defence of legal claims.
Where we rely on legitimate interests, we always consider your rights and interests and will not process your data in a way that is unfair or excessively intrusive.
Data sharing and processors
We do not sell your personal data. We may share your information with third parties in limited circumstances, as described below.
Service providers. We may engage trusted third party suppliers who act as data processors on our behalf, for example providers of payment processing services, accounting tools, document storage, or communication systems. These service providers are only permitted to process your personal data in accordance with our instructions and must implement appropriate security measures.
Professional advisers. We may share necessary information with accountants or legal advisers where this is required for the proper management of our business or to obtain professional advice.
Authorities and law enforcement. We may disclose personal data where required by law, regulation or court order, or where necessary to prevent or detect crime or to protect the rights, property or safety of our customers, staff or others.
In all cases we only share the minimum data necessary for the relevant purpose and we take steps to ensure that your data is handled securely.
International transfers
Our operations are based in the United Kingdom and we aim to keep your personal data within the UK or the European Economic Area wherever possible. If we ever need to transfer personal data to a country outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law so that your rights remain protected.
Data retention
We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy, and to meet any legal, accounting or reporting requirements.
In practice this means that contact and booking details are generally retained for a period that allows us to deal with any queries, complaints or repeat bookings. Financial and transaction records are normally kept for a longer period as required by tax and accounting laws. After the relevant retention period has expired, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the type of data, the context of your relationship with us, and our legal obligations. We regularly review the personal data we hold and delete or anonymise data that we no longer need.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include restricted access to records, secure storage, use of passwords, and appropriate staff practices and training.
While we take reasonable steps to safeguard your data, no system can be entirely secure. If you suspect any misuse or loss of, or unauthorised access to, your personal data, you should inform us as soon as possible so that we can investigate.
Your data protection rights
As a customer or service user of Man with Van West Green in the applicable area, you have a number of rights under data protection law. These rights are subject to certain conditions and exemptions, but we aim to respond to all valid requests within one month.
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how we use it.
Right to rectification. You have the right to ask us to correct personal data that is inaccurate or incomplete.
Right to erasure. In some circumstances you may ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you withdraw consent if consent was the basis for processing.
Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data.
Right to object. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue or the processing is needed for legal claims.
Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.
Right to withdraw consent. If we ever rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. However, we would encourage you to contact us first so that we can try to resolve your concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will take effect from the date the revised policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contacting us about privacy
If you have any questions about this Privacy Policy or about how Man with Van West Green handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact details you use to reach our service. Please clearly state that your query relates to data protection or privacy so that we can direct it to the appropriate person.
