Privacy Policy
Man with Van South Hornchurch Privacy Policy
This Privacy Policy explains how Man with Van South Hornchurch collects, uses, stores, and protects personal data for all customers and prospective customers in the South Hornchurch area. We are committed to safeguarding your privacy and handling your personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope of this Privacy Policy
This Privacy Policy applies to all services provided by Man with Van South Hornchurch to customers and prospective customers in the South Hornchurch area. It covers personal data collected when you contact us, request a quote, make a booking, communicate with us about a service, or otherwise interact with our business, whether by phone, in writing, or in person.
Data Controller
For the purposes of data protection law, Man with Van South Hornchurch is the data controller. This means we decide how and why your personal data is processed and are responsible for ensuring it is processed in accordance with applicable legislation.
Personal Data We Collect
We collect and process personal data that is necessary to run our man and van services and to manage our relationship with you. The types of personal data we may collect include the following.
Identification details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your address, service addresses for collection and delivery, and other location details you provide to enable us to carry out your move or transport job.
Booking and service information such as requested dates and times, inventory details, access information, instructions related to your move, and any correspondence about the service.
Payment and billing information such as details required to process your payments and records of invoices and payment history. We do not store full card details if payments are processed through third party payment providers.
Communication records such as notes of telephone conversations, text-based messages, and any other communications you send to us with queries, feedback, or complaints.
Technical and usage information where relevant, such as information about how you access or interact with our online content if you visit our website or online listings. This may include IP address, device information, and basic usage data, where collected.
How and Why We Use Your Personal Data
We use your personal data only where we have a clear lawful basis and only for specific, explicit, and legitimate purposes. The main purposes are described below.
To provide and manage our services, including taking bookings, planning routes, carrying out moves and deliveries, communicating with you about the service, and resolving any operational issues. The lawful basis is performance of a contract or steps taken at your request before entering into a contract.
To respond to enquiries and provide quotations for potential services, including assessing your requirements and giving you accurate price and time estimates. The lawful basis is legitimate interests in promoting and operating our business and performance of a contract where you proceed with a booking.
To manage payments and accounting, including processing your payments, issuing invoices, keeping financial records, and complying with legal and tax obligations. The lawful bases are performance of a contract and compliance with legal obligations.
To maintain business records and improve our services, including retaining records of work carried out, monitoring service quality, training staff, and improving our processes. The lawful basis is our legitimate interests in running and developing our business.
To handle complaints and legal claims, including investigating and responding to complaints, defending legal claims, and protecting our rights, property, and safety or that of our customers and staff. The lawful bases are legitimate interests and, where applicable, compliance with legal obligations.
To send essential service communications, such as confirmations, reminders, updates about your booking, and changes to our terms or policies. The lawful basis is performance of a contract and compliance with legal obligations.
Lawful Bases for Processing
Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, we rely on one or more of the following lawful bases.
Performance of a contract, where processing is necessary for us to provide our man and van services, handle your booking, or fulfil our agreement with you.
Legitimate interests, where processing is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. These interests include operating and improving our services, ensuring security and safety, and managing our business processes.
Legal obligation, where processing is necessary for us to comply with laws and regulations, such as tax, accounting, and record keeping requirements.
Consent, where we rely on your freely given, specific, informed, and unambiguous consent for a specific purpose. Where consent is used, you may withdraw it at any time, and we will explain how to do so when we ask for it.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this policy and where we have an appropriate lawful basis.
Service providers acting as data processors who provide services such as payment processing, accounting support, IT hosting, or systems management. These providers process your data only on our instructions and under written contracts that require them to protect your data and keep it secure.
Professional advisers including accountants, legal advisers, and insurers in the course of obtaining professional advice or managing legal claims or audits.
Public authorities or law enforcement where we are legally required to do so, or where it is necessary to protect our rights or the rights and safety of others.
Any such sharing is limited to what is necessary, and we take reasonable steps to ensure that anyone who receives your data keeps it secure and processes it lawfully.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to satisfy any legal, accounting, or reporting requirements.
Booking and service records are generally retained for a period that allows us to manage our relationship with you, deal with any queries or claims, and comply with legal and tax obligations. After this period, data is securely deleted or anonymised.
Financial and invoicing records are kept for the period required by applicable tax and accounting laws.
Enquiry and quotation data for customers who do not proceed with a booking is kept for a limited period that enables us to respond to follow up questions and manage our business records, after which it is deleted or anonymised.
Where we rely on your consent, we retain the relevant data only for as long as your consent remains valid or until you withdraw it, whichever is earlier, unless another lawful basis applies.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for their role, using secure methods to store and transmit information, and reviewing our security practices regularly.
Your Data Protection Rights
You have certain rights under data protection law in relation to your personal data. These rights apply to all Man with Van South Hornchurch customers and prospective customers in the South Hornchurch area, subject to any legal limitations.
The right of access. You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how we use it.
The right to rectification. You can request that we correct inaccurate or incomplete personal data about you.
The right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to restrict processing. You can ask us to restrict the use of your data in certain situations, such as where you contest its accuracy or object to our processing, while we consider your request.
The right to data portability. Where processing is based on consent or contract and carried out by automated means, you can request a copy of your personal data in a structured, commonly used, and machine readable format and ask that we transfer it to another controller where this is technically feasible.
The right to object. You can object to processing based on our legitimate interests in certain situations, on grounds relating to your particular circumstances. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims.
The right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
Exercising Your Rights and Complaints
You can exercise your data protection rights or raise any questions about this Privacy Policy by contacting us using the usual communication channels you use to arrange or discuss our services. We may need to verify your identity before responding to certain requests to protect your data.
If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or legal requirements. Any updates will take effect from the date they are published or otherwise communicated. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
