Man with Van Roehampton Privacy Policy
This Privacy Policy explains how Man with Van Roehampton collects, uses, stores, and protects personal data relating to customers and prospective customers. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Roehampton customers and service users in the Roehampton area and surrounding locations where our services are offered.
Who We Are
Man with Van Roehampton is a moving and transport service provider operating in and around Roehampton. For the purposes of data protection law, Man with Van Roehampton is the data controller in respect of the personal data we collect and process about you in connection with our services.
Personal Data We Collect
We collect and process different types of personal data depending on how you use our services and interact with us. This may include:
Identification and contact details such as your name, address, service address, and any alternative contact address you provide.
Communication details such as your preferred contact method and any information you voluntarily provide when you contact us, request a quote, or make a booking.
Service and booking information such as details of the items to be moved, access information for collection and delivery locations, dates and times of moves, and any special instructions.
Payment and transaction information such as the amount charged, payment method used, and records of invoices and receipts. We do not store full card details if you pay by card through a secure processor.
Technical and usage information such as basic analytics derived from your interactions with our website or online booking tools, which may include IP address, browser type, and pages viewed, where this is necessary for site security and to improve our services.
Any other information you choose to provide when communicating with us, for example details about your property or access restrictions relevant to your booking.
How We Use Your Personal Data
We use your personal data only where we have a lawful basis to do so and for specific, explicit, and legitimate purposes. These purposes include:
To provide moving and transport services, including processing your enquiries, preparing and issuing quotes, confirming and managing bookings, carrying out collections and deliveries, and communicating with you about your booking.
To manage our relationship with you, including handling queries, complaints, feedback, and after-service support.
To process payments, issue invoices and receipts, and keep appropriate records for accounting and tax purposes.
To improve our services, for example by analysing commonly asked questions, typical service locations, or service feedback so that we can refine our offerings.
To protect our business, staff, and customers, including preventing and detecting fraud, protecting our vehicles and property, and ensuring the safety of our team during collections and deliveries.
To comply with legal obligations, such as maintaining financial records required by tax authorities and responding to lawful requests from regulatory or law enforcement bodies.
Lawful Bases for Processing
We rely on one or more of the following lawful bases under the UK GDPR when processing your personal data:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quote or book our services.
Legal obligation: We process personal data where we must comply with legal or regulatory requirements, such as keeping accounting records for tax purposes.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include improving our services, managing our business operations, maintaining security, or preventing misuse of our services.
Consent: In rare cases, we may rely on your consent, for example for certain types of optional marketing communication. Where we rely on consent, you are free to withdraw it at any time.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. In general:
Booking and service records are kept for a period necessary to deal with queries, potential disputes, and warranty or insurance issues, and to comply with tax and accounting laws.
Basic contact details and communication history may be retained for a reasonable period after your last interaction so that we can respond to follow-up queries and understand previous services provided to you.
Where we rely on consent for optional activities, we will keep your personal data for as long as your consent remains valid, or until you withdraw it.
When we no longer need your personal data, we will either securely delete it, anonymise it so that it can no longer be linked to you, or restrict access to it where continued retention is required by law.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, or as independent controllers where appropriate. Such sharing may include:
Service providers that support our operations, such as payment processors for secure card transactions, providers of invoicing or accounting software, and providers of website or booking system hosting.
Professional advisers such as accountants or legal advisers where necessary for legitimate business purposes and compliance with legal obligations.
Regulatory bodies, law enforcement, or other authorities where required by law or where necessary to protect our rights, property, or safety, or those of our customers or staff.
Where we use third-party processors, we ensure that appropriate contractual and technical measures are in place to protect your personal data and to ensure they process it only according to our instructions and in compliance with applicable data protection laws.
International Transfers
Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using jurisdictions recognised as providing adequate protection for personal data or implementing appropriate safeguards, such as standard contractual clauses approved by relevant authorities.
Data Security
We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and service providers who need it to perform their duties, using secure systems and processes for storing and transmitting data where appropriate, and regularly reviewing our security arrangements.
Despite our efforts, no method of transmission or storage can be guaranteed to be completely secure. However, we are committed to maintaining a level of security appropriate to the risks associated with the processing of your personal data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Roehampton customers and service users in our operating area, subject to certain conditions and exemptions. These rights include:
Right of access: You can request confirmation as to whether we process personal data about you and obtain a copy of that data together with certain information about how we use it.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In certain circumstances, you can 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 have withdrawn consent and there is no other legal basis for processing.
Right to restriction: You can ask us to restrict our use of your personal data in certain situations, such as while we verify its accuracy or assess an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including profiling related to those interests. 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: Where processing is based on your consent or on a contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transmit it directly to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before your withdrawal.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our main website or service materials. We may need to verify your identity before responding to your request, particularly where we are asked to provide access to personal data.
We aim to respond to all valid requests within one month. If your request is particularly complex or you have made multiple requests, it may take us longer. In such cases, we will keep you informed about the progress of your request.
Complaints
If you are concerned about how we have handled your personal data, we encourage you to contact us in the first instance so that we can try to resolve your concerns directly. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the country where you live or work, or where you believe a breach of data protection law has occurred.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
