Privacy Policy
Man with Van East Dulwich Privacy Policy
This Privacy Policy explains how Man with Van East Dulwich collects, uses, stores and shares personal data relating to customers and prospective customers in our service area. It also explains your rights under applicable data protection laws, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van East Dulwich customers and individuals making enquiries within our operating area.
Who we are and scope of this policy
Man with Van East Dulwich provides transport and removal services to private and business customers. In providing these services, we act as a data controller for the personal data that we collect and use about you. This Privacy Policy covers personal data that we obtain when you contact us, request a quote, make a booking, use our services, or otherwise interact with us within our service area.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, contact address, collection and delivery addresses, and any other address details you provide for the service. Contact details such as your preferred communication details that you choose to give us when you make an enquiry or a booking. Booking and service information, including details of the goods to be moved, access information for the properties involved, preferred dates and times, and any instructions that you provide to us. Transaction and payment related information required to process your payments, such as basic payment confirmation details from our payment processors and records of amounts charged and paid. Communication records, including copies of messages, enquiries, quotes, and other correspondence between you and Man with Van East Dulwich, whether made by phone, online forms, or other communication channels. Operational data, such as notes taken by our staff or drivers relating to the performance of the service, including any issues reported or special requirements.
We do not intentionally collect special categories of personal data such as health information, except where you choose to disclose such information and it is strictly necessary for the safe performance of the service. We ask that you only provide such information if it is essential for us to know.
How we collect your personal data
We collect personal data directly from you when you contact us to request information or a quote, when you make a booking, when you communicate with us before, during or after your move, and when you provide feedback about our services. We may also receive limited personal data from third parties who are arranging a service on your behalf, such as when a relative or another business books a service for you and provides your details.
Lawful bases for processing your data
We process your personal data only when we have a lawful basis under data protection law. Depending on the circumstances, the lawful basis will be one or more of the following:
Contract: We process your personal data when it is necessary to enter into and perform a contract with you, for example to provide quotes, arrange and deliver our man with van services, and manage payments.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, handling enquiries and complaints, and maintaining records of services provided in the area.
Legal obligation: We may process and retain certain personal data where this is necessary to comply with legal and regulatory obligations, such as record-keeping, tax, and accounting requirements.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes and respond to your enquiries about our services in your area. To create, manage and fulfill bookings for man with van services, including planning routes, allocating staff, and confirming service details. To communicate with you about your booking, such as sending confirmations, updates, and any changes to your service. To process payments and maintain accurate financial and service records. To manage customer relationships, including handling complaints, resolving disputes, and responding to feedback. To improve our services and operations, for example by reviewing common issues and planning better resource allocation in the area. To comply with legal and regulatory obligations, including record-keeping and responding to lawful requests from authorities where required.
Data retention and storage
We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The specific retention period will depend on the type of data and the reason it was collected.
Information related to quotes and enquiries that do not lead to a booking may be retained for a limited period to respond to follow-up questions and to manage our records. Data relating to bookings and services provided, including basic contact details, booking information and financial records, is generally retained for a number of years after the service has been completed, in line with legal and tax requirements. Communication records and operational notes may be retained for an appropriate period to handle any queries or disputes that arise after the service.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be used to identify you.
Data processors and third parties
We may share your personal data with carefully selected third parties that act as data processors on our behalf. These processors help us provide and manage our services and may include the following types of organisations:
Payment processing providers who handle card or electronic payments for our services. Providers of business administration tools and systems, such as invoicing or scheduling software, used to manage bookings and records. Communication service providers that enable us to send service-related messages to you.
These processors are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with applicable data protection laws.
We may also share your personal data with other third parties in limited circumstances, such as:
Where it is necessary to protect our rights, property or safety, or that of our staff or customers. Where we are required to do so by law, regulation, or a valid request from a public authority. In connection with a business transfer, where permitted by law.
International transfers
In some cases, service providers that act as processors for us may be located outside the United Kingdom or may store data on servers located in other countries. Where your personal data is transferred internationally, we will ensure that appropriate safeguards are in place to provide an adequate level of protection, such as standard contractual clauses or equivalent measures required by data protection law.
How we protect your personal data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those staff and processors who need it for legitimate business purposes, using secure systems where appropriate, and maintaining internal policies and training to support good data protection practices.
Your data protection rights
As a data subject, you have a number of rights under data protection law in relation to the personal data that we hold about you. These rights apply to Man with Van East Dulwich customers and individuals in our service area, subject to certain legal limitations and exemptions. Your rights include:
The right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data that we hold about you, together with certain information about how we use it.
The right to rectification: You can ask us to correct inaccurate personal data and to complete incomplete information.
The right to erasure: In certain circumstances, you can request that we 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 and we have no other lawful basis to continue processing it.
The right to restrict processing: You can ask us to restrict the processing of your personal data in some situations, such as while we investigate a concern you have raised about its accuracy.
The right to object: You may object to processing based on our legitimate interests where you believe your fundamental rights and freedoms outweigh our interests. We will stop the relevant processing unless we have compelling legitimate grounds to continue.
The right to data portability: In some cases, you can request that we provide you with your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.
The right to withdraw consent: Where we rely on your consent for processing, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights in relation to Man with Van East Dulwich, or if you have questions about how we handle your personal data, you can contact us using the usual communication channels that you use for your bookings and enquiries. We will respond to your request in accordance with applicable data protection law.
You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about the way your personal data has been handled. In the United Kingdom, this is the Information Commissioner. We would, however, welcome the opportunity to address your concerns directly in the first instance.
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 updated version will apply to all Man with Van East Dulwich customers in our service area from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.
