Man with Van Coulsdon Privacy Policy
This Privacy Policy explains how Man with Van Coulsdon collects, uses, stores and protects personal data relating to our customers and prospective customers in the Coulsdon area and surrounding locations. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Coulsdon customers and individuals who contact us to enquire about, book or receive our services within our operating area, whether communication takes place by phone, online, or in person.
Who we are and scope of this Privacy Policy
Man with Van Coulsdon is a removals and transportation service provider. In the context of applicable data protection laws, we act as the data controller for the personal data we collect and use in connection with providing our services. This Policy covers personal data collected during enquiries, quotations, bookings, service delivery and follow-up communication.
Types of personal data we collect
We only collect personal data that is necessary for the purposes described in this Policy. The types of information we may collect include:
Identification and contact details: name, address, pick-up and drop-off addresses, contact details such as telephone number and other contact channels used to communicate with us.
Booking and service details: date and time of move or transport, job reference details, property access information where relevant, inventory or description of items to be moved, and any specific instructions related to your booking.
Communication records: details of enquiries and correspondence with you, including information you choose to provide when contacting us for quotations, questions, feedback or complaints.
Billing and payment details: records of amounts charged, payment method used and payment status. We do not store full card details when payment is made through a third-party payment processor.
Technical and usage data: limited technical data related to how you contact us online, such as basic device or browser information, only where this is necessary for security or service functionality.
How we collect your personal data
We collect personal data in a number of ways, including:
Directly from you when you contact us to request a quotation, make a booking, ask a question, or provide feedback.
During provision of services, where we may collect additional details regarding access, timing, or specific requirements for the job.
From third parties only where necessary and lawful, for example where another person arranges a move on your behalf and provides your details as the contact or recipient.
Lawful bases for processing your data
We will only process your personal data where we have a lawful basis under data protection law. Depending on the situation, we rely on the following lawful bases:
Contract: to take steps at your request before entering into a contract and to perform the contract for services we have agreed with you. This includes handling enquiries, providing quotations, making and managing bookings, and delivering our services.
Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This includes managing our relationship with you, keeping basic records for business analysis, improving our services and ensuring the security of our operations.
Legal obligation: to comply with legal requirements, for example to retain certain records for tax or accounting purposes.
Consent: in limited situations where we ask for your clear consent, such as for certain types of optional communication. Where we rely on consent, you have the right to withdraw that consent at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To respond to your enquiries, provide quotations and discuss your service requirements.
To confirm and manage bookings, including communicating with you about dates, times, access arrangements and any changes.
To plan and carry out our man and van, removals or transport services safely and efficiently.
To process payments and maintain accurate financial records.
To manage our relationship with you, including handling feedback, complaints and any disputes.
To maintain business records, conduct internal reporting and improve our services and customer experience.
To comply with legal or regulatory requirements and to respond to lawful requests from authorities if required.
Data sharing and use of data processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Policy, including:
Service providers acting as data processors who provide services to us such as payment processing, secure data storage, accounting support or IT and systems support. These processors only use your data on our instructions and are required to keep it secure and confidential.
Professional advisers such as accountants or legal advisers where necessary for legitimate business purposes or to obtain advice or protect our legal rights.
Authorities, regulators or law enforcement bodies where required by law or to protect our rights or the rights of others.
Where we use third-party data processors, we take steps to ensure that appropriate data protection agreements are in place and that processors provide sufficient guarantees regarding the security of your personal data.
International transfers
If we ever need to transfer your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place as required by data protection laws, such as using standard contractual clauses or transferring to countries with an adequacy decision, so that your data remains protected to a standard essentially equivalent to UK law.
Data retention and storage
We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy and in line with applicable laws and regulatory requirements.
In general, personal data relating to quotations, bookings and service delivery is retained for a period that allows us to manage ongoing relationships, handle queries or complaints, and comply with tax and accounting obligations. After this period, data is either securely deleted, anonymised or archived where strictly necessary and legally permitted.
The specific retention period may vary depending on the type of information and the context in which it was collected. We regularly review the personal data we hold and safely dispose of data when it is no longer needed.
Security of your personal data
We take appropriate technical and organisational measures to protect the personal data we hold against unauthorised access, unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a genuine business need to know it, using secure methods to store and transmit data, and training relevant personnel on data protection responsibilities.
While we take reasonable steps to safeguard your information, no system can be guaranteed to be completely secure. We will notify you and any applicable regulator of a data breach where we are legally required to do so.
Your data protection rights
Under UK data protection law, you have a number of rights regarding your personal data. Subject to certain conditions and exceptions, you may have the right to:
Access: request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.
Rectification: ask us to correct inaccurate or incomplete personal data.
Erasure: request the deletion of your personal data where there is no good reason for us to continue processing it, sometimes referred to as the right to be forgotten.
Restriction: ask us to restrict the processing of your personal data in certain circumstances.
Data portability: receive personal data you have provided to us in a structured, commonly used and machine-readable format and, where technically feasible, request that we transmit it to another organisation.
Objection: object to our processing of your personal data where we rely on legitimate interests, including profiling, or to direct marketing.
Withdraw consent: where we process personal data based on your consent, you can withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, you can contact us using the contact details provided on our website or through the usual communication methods you use with us. We may need to verify your identity before responding to your request and will respond within the time limits set by law.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue with you. You also have the right to lodge a complaint with the UK data protection supervisory authority, the Information Commissioner's Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. When we make significant changes, we will take appropriate steps to inform you, which may include updating the version 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.
