Man with Van Earlsfield Privacy Policy
This Privacy Policy explains how Man with Van Earlsfield collects, uses, stores, and protects personal data relating to customers and prospective customers in the Earlsfield area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Earlsfield customers and individuals who make enquiries or use our services within the Earlsfield area.
Who We Are
Man with Van Earlsfield is a moving and transport service operating in the Earlsfield area. In the context of data protection laws, we act as the data controller for the personal data we collect and process about our customers and prospective customers.
Personal Data We Collect
We collect and process different types of personal data in order to provide our services and run our business. The types of data we may collect include:
Identification and contact details such as your name, address, service addresses for collection and delivery, and general location information related to the move or transport.
Communication details such as your communication preferences and any information you provide when you contact us, request a quote, or give feedback about our services.
Service details such as dates and times of bookings, descriptions of the items to be moved, access details at collection and delivery addresses, and any special instructions you provide.
Payment and transaction details such as payment confirmations, the amounts you pay, and records of invoices. We do not store full payment card details; these are handled by our chosen payment processors.
Technical and usage data where applicable, which may include information about how you access our online services, including device and browser information and general usage patterns.
How We Collect Your Data
We may collect personal data directly from you when you request a quote, make a booking, contact us for information or support, or provide feedback or reviews about our services.
We may collect data indirectly from third parties, for example booking platforms, advertising partners, or comparison services that you use to find or book our services, where they are permitted to share your data with us.
We may also generate data internally about your use of our services, including booking history, service performance and any communications relating to your move or transport.
Lawful Bases for Processing
We rely on several lawful bases to process your personal data, depending on the specific purpose.
Contract: We process personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, providing quotes, confirming bookings, delivering moving and transport services, and managing payments.
Legal obligation: We may process personal data where it is necessary to comply with legal obligations, such as accounting, tax, or regulatory requirements, and for responding to lawful requests from public authorities.
Legitimate interests: We may process data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Legitimate interests include managing and improving our services, handling customer queries, preventing and detecting fraud or misuse, and maintaining business records.
Consent: In some cases, we may rely on your explicit consent, for example for certain marketing communications or optional services. When consent is the lawful basis, you are free to withdraw it at any time.
How We Use Your Personal Data
We use personal data for the following main purposes.
To provide moving and transport services, including arranging and carrying out collections and deliveries, coordinating schedules, handling access instructions, and communicating with you about your booking.
To manage customer relationships, including responding to enquiries, handling complaints, dealing with feedback, and maintaining records of past services for reference and repeat bookings.
To manage payments and accounts, including issuing invoices, processing payments through payment processors, maintaining financial records, and addressing any payment disputes.
To improve and develop our services, including reviewing service performance, monitoring service usage patterns, and making operational improvements.
To send service-related information, such as booking confirmations, changes to arrangements, and important updates about your move or transport.
To comply with legal and regulatory requirements, including record keeping, responding to lawful information requests, and meeting tax and accounting obligations.
Data Sharing and Processors
We may share personal data with trusted third parties who process data on our behalf and in accordance with our instructions. These third parties act as data processors and are required to keep your data secure and confidential.
These processors may include:
Payment processing providers who handle payments and refunds on our behalf.
IT, hosting, and software service providers who support our booking systems, communication tools, and data storage.
Administrative and professional service providers such as accountants, who may require access to limited data for business and legal purposes.
Where necessary, we may also share personal data with third parties acting as independent controllers, for example law enforcement agencies, regulators, or insurers, where we are required to do so by law or where it is necessary to protect our rights, property, or safety, or that of our customers.
International Transfers
Where our service providers or systems involve transfers of personal data outside the UK or European Economic Area, we will take steps to ensure that appropriate safeguards are in place to protect your data. These may include standard contractual clauses or other mechanisms recognised under data protection laws.
Data Retention
We retain personal data only for as long as it is necessary for the purposes described in this Privacy Policy or to comply with legal, accounting, or reporting obligations.
In general, we keep customer and booking records for a period that allows us to handle queries, deal with any disputes, and meet statutory retention requirements. Financial and transaction records are typically kept for a period required by tax and accounting laws.
When personal data is no longer needed, we will take reasonable steps to delete or anonymise it securely.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include controlled access to systems and data, secure storage practices, and staff awareness of data protection responsibilities.
While we take reasonable steps to safeguard personal data, no transmission of information or storage system can be completely secure. You are encouraged to take care in how you share information with us and to notify us if you have concerns about the security of your data.
Your Data Protection Rights
Under data protection law, you have a range of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access: You can request confirmation that we process your personal data and obtain a copy of the data we hold about you.
Right to rectification: You can ask us to correct any inaccurate or incomplete personal data relating to you.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction: You can ask us to restrict how we process your personal data in specific situations, for example while we are verifying the accuracy of data you contest.
Right to data portability: Where processing is based on consent or a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used format, and where technically feasible, transmit it to another controller.
Right to object: You can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms or where processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its 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 methods published on our service information materials. We may need to verify your identity before acting on your request to ensure your data is protected.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would appreciate the chance to address your concerns directly before you approach a supervisory authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will be effective when the revised policy is made available. Your continued use of our services after any update indicates your acknowledgement of the updated Privacy Policy.
