Privacy Policy
Man with Van New Malden Privacy Policy
This Privacy Policy explains how Man with Van New Malden collects, uses, stores and protects personal data relating to customers and prospective customers within the New Malden area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, requesting a quote or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van New Malden customers, and anyone who contacts us to enquire about or arrange man and van services within the New Malden area and nearby locations we serve. It covers personal data collected through phone calls, messages, online enquiries, booking forms, and in-person interactions related to our services.
Data Controller
Man with Van New Malden is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:
Identity and contact details such as your name, address, collection and delivery addresses, and other contact information you choose to provide when requesting a quote or booking a service.
Service and booking details such as dates and times of your move, size or type of load, access details for collection and delivery locations, and any special instructions related to the service.
Communication information including details contained in your messages, notes from telephone calls, enquiries, complaints or feedback you provide.
Payment related information such as payment status, amounts, and payment method type. We do not store full card details when third party payment processors are used.
Technical and usage data where applicable, such as basic log information or device information if you use an online form to contact us.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, provide feedback, or otherwise communicate with us about our services. Data may also be collected when you provide details in writing or verbally during service delivery.
We may receive certain information from third party platforms that you use to contact us, for example online directory listings or advertising platforms, to the extent necessary for us to respond to your enquiry and manage your booking.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection laws. The main lawful bases we rely on are:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide quotes, confirm bookings, manage your move, and communicate with you regarding the services you have requested.
Legal obligation: We may process certain information to comply with legal and regulatory requirements, such as record-keeping, tax or accounting obligations.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This can include managing and improving our services, responding to enquiries, handling complaints, and maintaining business records.
Consent: In limited circumstances, we may rely on your consent, for example if you specifically agree to receive certain types of optional marketing communications. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our man and van services, including arranging, planning and completing collections and deliveries, and updating you about the status of your booking.
To respond to your enquiries, provide quotes and give you information about our services when you request it.
To manage our relationship with you, including customer service, handling complaints, and processing any feedback you provide.
To process and record payments and to keep accurate financial and transaction records for accounting and tax purposes.
To improve our services, operations and customer experience by reviewing enquiries and feedback.
To comply with legal requirements, enforce our terms and conditions, and protect our rights, property or safety, and those of our customers and other third parties.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers and processors. We may use third party companies to help us deliver our services and run our business, for example payment processors, IT and hosting providers, booking or scheduling tools, and cloud storage providers. These companies act as data processors and may only process your personal data on our instructions and for the purposes we specify. They are required to implement appropriate security measures to protect your data.
Professional advisers and authorities. We may share your data with professional advisers such as accountants or legal advisers, and with public authorities or law enforcement where required by law or to protect our legal rights.
We do not sell your personal data and we do not share your data with third parties for their independent marketing purposes.
International Transfers
Where any of our service providers or IT systems are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or relying on adequacy regulations where applicable.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we retain booking and transaction records for a period that aligns with applicable tax and legal limitation periods. Enquiry information that does not lead to a booking may be kept for a shorter period, for example to allow us to respond to follow up questions and to manage our business records.
When personal data is no longer needed for the purposes for which it was collected, we will securely delete or anonymise it.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to your data to those employees, contractors and service providers who have a business need to know it, and requiring them to keep your data confidential.
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 New Malden customers in the area, subject to certain legal conditions and exemptions.
Right of access: You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.
Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can request that we delete or remove your personal data, for example where it is no longer needed for the purpose for which it was collected.
Right to restriction of processing: You may 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: Where we process your personal data by automated means on the basis of your consent or a contract, you may have the right to receive your data in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including profiling related to those interests. We will stop processing unless we have compelling legitimate grounds or the processing is needed for legal claims.
Rights in relation to consent: Where we rely on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual contact details you use to arrange our services.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we have handled your personal data. The Information Commissioner's Office is the UK supervisory authority for data protection matters.
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 updates will take effect from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
