Man with Van Elmstead Privacy Policy
This Privacy Policy explains how Man with Van Elmstead collects, uses, stores and protects personal data relating to customers and prospective customers. It applies to all Man with Van Elmstead customers and service users in our operating area, including anyone who contacts us to request a quotation, make a booking or communicate with us about our services.
We are committed to protecting your privacy and processing your personal data in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out our practices and your rights in relation to your personal data.
Personal Data We Collect
We collect only the information that is necessary to provide our man and van services, manage our relationship with you and comply with legal and regulatory requirements. The personal data we may collect includes:
Identification and contact details such as your full name, postal address, collection and delivery addresses, and general contact details that you choose to provide.
Booking and service information such as preferred dates and times, access details for collection and delivery locations, inventory or item descriptions, and any special instructions you give us.
Communication records including information contained in messages you send to us and notes from telephone conversations where relevant to your booking or enquiry.
Payment and transaction details such as payment confirmations and basic transaction information necessary for our accounts and records. We do not store full card details where payments are processed through third party payment providers.
Technical and usage data where you interact with our online content, which may include information about how you reached our pages and how you use them. This may be collected using cookies or similar technologies, subject to applicable law.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, obtain a quotation, make a booking, confirm or amend a booking, or provide feedback about our services.
We may also receive limited personal data from third parties where you have asked someone else to arrange our services on your behalf, or where we work with partners who assist in providing or promoting our services. In such cases, the third party is responsible for ensuring they have a lawful basis to share your information with us.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under data protection legislation. Depending on the context, our lawful bases may include the following:
Performance of a contract. We process your data to provide you with our services, including handling enquiries, preparing quotations, managing and carrying out bookings, issuing invoices and dealing with after-service matters.
Compliance with legal obligations. We may process your information to comply with applicable laws and regulations, including accounting, tax and record keeping requirements, and to respond to lawful requests from public authorities.
Legitimate interests. We may process your personal data where it is necessary for our legitimate interests and where these are not outweighed by your rights and freedoms. This may include managing our business operations, improving our services, maintaining security, preventing fraud and pursuing or defending legal claims.
Consent. In some limited circumstances we may rely on your consent, for example for certain types of direct marketing communications or for the use of optional cookies. Where consent is the lawful basis, you can withdraw it at any time by contacting us using the details in this Privacy Policy or using the methods indicated in any communication.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, confirm availability and process bookings for our man and van services.
To plan and deliver your move or transport service, including contacting you to confirm details, manage changes and address any issues that arise.
To process payments and maintain accurate financial and business records.
To communicate with you about your enquiry or booking, including sending confirmations, reminders and necessary updates about your service.
To respond to questions, concerns and complaints, and to handle any claims or disputes.
To improve our services and business processes, including quality assurance and staff training.
To comply with legal, regulatory and law enforcement requirements where applicable.
Data Sharing and Processors
We do not sell your personal data. We may share your information with trusted third parties where this is necessary to provide our services, manage our business or meet legal obligations. These may include:
Service providers who act as data processors on our behalf, such as payment processors, accounting and bookkeeping providers, IT and hosting providers, and providers of business tools we use to manage bookings and communications.
Professional advisers, such as accountants, auditors, insurers and legal advisers, who may access limited personal data where required for their services.
Authorities and regulators, law enforcement bodies or courts where we are required to disclose information under applicable law or in connection with legal proceedings.
Where we use data processors, they are only permitted to process your personal data in accordance with our instructions, for the purposes described in this Privacy Policy, and are required to keep your information secure and confidential.
International Transfers
Where our service providers or their systems are located outside the United Kingdom, your personal data may be transferred to countries that do not offer the same level of data protection as the UK. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your personal data in accordance with applicable law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including to provide our services, meet our legal and regulatory obligations and resolve any disputes.
The specific retention period can vary depending on the type of data and the context in which it is processed. In general:
Booking and service records, along with related correspondence, are typically retained for a period that allows us to address queries, handle complaints and comply with statutory limitation periods for legal claims.
Financial and transaction data are kept for the period required by tax and accounting laws.
Where processing is based on your consent, we will retain the relevant data until you withdraw your consent or until it is no longer needed for the purpose for which it was collected.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to your personal data to those employees and service providers who have a genuine business need to know it and who are subject to duties of confidentiality.
While we use reasonable safeguards, no method of transmission or storage is completely secure. We continuously review and update our security measures to reduce risks as far as reasonably possible.
Your Rights Under Data Protection Law
Under data protection law, you have several rights in relation to your personal data. These rights apply subject to specific conditions and legal exemptions. Your rights may include the following:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with associated information.
Right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. You can request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected and there is no legal reason for us to retain it.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we are assessing a request for rectification or objection.
Right to object. You can object to the processing of your personal data where we rely on legitimate interests as our lawful basis and you believe your rights and interests outweigh our legitimate interests. You also have an absolute right to object to direct marketing.
Right to data portability. In some circumstances, you can request that we transfer your personal data to you or to another service provider in a structured, commonly used and machine readable format.
Where we process data on the basis of your consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before your withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our main information materials or through the usual methods by which you communicate with us about our services.
If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioners Office or with the data protection authority in your place of residence or work.
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 applicable law. When we make changes, we will revise the date of the most recent update at the end of this document. You are encouraged to review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Man with Van Elmstead customers and service users in our operating area and is effective from the date of its last update.
