Privacy Policy

Man With a Van Rotherhithe Privacy Policy

This Privacy Policy explains how Man With a Van Rotherhithe collects, uses, stores, shares, and protects your personal data when you use our services. It applies to all Man With a Van Rotherhithe customers in our service area, including individuals and businesses who contact us, request a quotation, make a booking, or receive any of our transport or moving services.

Who We Are

Man With a Van Rotherhithe provides transport and moving services to customers in the local area and surrounding locations. For the purposes of the UK General Data Protection Regulation UK GDPR and the EU General Data Protection Regulation GDPR where applicable, 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 only collect personal data that is necessary for us to provide and manage our services. The types of personal data we may collect include:

Identification and contact details, such as your full name, address, service address, billing address, and general location details relevant to the job, as well as any contact details you choose to provide, such as your preferred communication methods.

Booking and service information, such as details of the items to be moved, property access information, preferred dates and times, instructions about the job, vehicle requirements, and any notes related to the safe and efficient completion of the service.

Payment and transaction data, such as the amount charged, payment method used, date and time of payment, and invoice information. We do not store full payment card details. Where third-party payment processors are used, they process card details on our behalf in a secure manner.

Communication records, such as information you provide when you contact us to request a quote, make a booking, ask a question, provide feedback, or make a complaint. This may include call notes or copies of written correspondence.

Technical and usage information, where applicable, such as basic device and browser information, and general usage data related to how you interact with our website or online forms. This may involve the use of cookies or similar technologies where required to operate and improve our online services.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under GDPR. Depending on the context, we may rely on the following lawful bases:

Contract. We process your data when it is necessary to take steps at your request before entering into a contract and to perform our contract with you, including providing quotations, managing bookings, and delivering our moving and transport services.

Legal obligation. We may process certain information to comply with legal and regulatory obligations, such as record-keeping, tax, and accounting requirements, and responding to lawful requests from public authorities.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This includes managing our day-to-day operations, improving our services, ensuring safety and security, handling customer queries, and protecting and enforcing our legal rights.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional communication or where required by law for specific cookies or analytics. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations and manage bookings, including assessing your requirements, preparing quotes, confirming appointments, planning routes, allocating vehicles and team members, and updating you about your booking.

To deliver our services, including carrying out collections and deliveries, moving items safely, and providing any additional services you request.

To communicate with you, including responding to enquiries, sending booking confirmations and updates, resolving issues, and handling complaints or feedback.

To manage payments and accounts, including issuing invoices, processing payments via third-party payment providers, and maintaining accounting and tax records.

To improve and develop our services, including internal analysis of how our services are used, training team members, and enhancing the customer experience.

To protect our business and comply with the law, including preventing and detecting fraud or misuse, enforcing our terms and conditions, and handling legal claims.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

In general:

Booking and service records, including your contact details, service details, and associated documentation, are usually kept for a period consistent with applicable limitation periods and tax and accounting obligations.

Financial and transaction information is kept for the period required under tax, accounting, and financial regulations.

Enquiry-only data, where you request a quote but do not proceed with a booking, may be kept for a limited period in case you return to us, and to help us understand demand for our services.

Communications and complaint records may be retained for a reasonable period to manage our relationship with you, improve our services, and defend potential legal claims.

When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and in line with GDPR. These parties act as data processors or, in some cases, independent controllers.

Data processors we may use include:

IT and hosting providers that support our website, systems, and data storage.

Payment processors that securely handle card and electronic payments on our behalf.

Professional advisers, such as accountants or legal advisers, where necessary for our business operations and legal compliance.

Where we use data processors, we ensure that they only process your personal data on our instructions, provide suitable security measures, and comply with applicable data protection laws.

We may also share personal data with third parties where required by law or where necessary to protect our rights or the rights of others, for example with law enforcement, regulators, or to respond to legal proceedings.

International Data Transfers

Our primary operations are based in the United Kingdom, and we aim to keep your data within the UK or European Economic Area where possible. If we use service providers located outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your personal data in accordance with GDPR requirements.

How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage, restricted access to personal data, staff training, and regular review of our procedures. While we aim to protect your data, no system can be completely secure, and you should take care when sending information to us.

Your Data Protection Rights

Under GDPR, you have a number of rights regarding your personal data. Subject to certain conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of any inaccurate or incomplete personal data.

Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we have no overriding legitimate grounds to retain it.

Object to the processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and your particular situation gives you grounds to object.

Request restriction of processing where you contest the accuracy of the data, the processing is unlawful, you need the data kept for legal claims, or you have objected and we are considering your request.

Request the transfer of your personal data to you or to a third party, where this is technically feasible and the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on your consent to process specific data, without affecting the lawfulness of processing before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data has been handled in a way that does not comply with GDPR. We encourage you to contact us first so we can try to resolve any concerns directly.

Policy Scope and Updates

This Privacy Policy applies to all customers and prospective customers of Man With a Van Rotherhithe within our service area. It covers all services we provide directly to you and all related interactions with our business.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practices. Any changes will take effect from the date the updated policy is made available. We recommend that you review this policy periodically to stay informed about how we handle your personal data.