Man with Van South Norwood Privacy Policy
This Privacy Policy explains how Man with Van South Norwood collects, uses, stores and protects personal data relating to customers and potential customers in the South Norwood area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van South Norwood customers and prospective customers in the South Norwood area who contact us, request a quotation, make a booking, or otherwise interact with our services.
Who we are and scope of this policy
Man with Van South Norwood provides man and van, removals, and related transport services within South Norwood and surrounding areas. For the purposes of data protection legislation, we act as the data controller in relation to the personal data we collect and process about you in connection with our services.
By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
We only collect personal data that is necessary for the provision and administration of our services. The types of personal data we may collect include:
Information you provide directly to us:
Identification and contact details such as name, address, service address, and general location details within the South Norwood area.
Contact preferences and communication history such as your preferred contact method and records of communications with us.
Service and booking details such as details of your requested move or transport service, dates and times, collection and delivery addresses, access information, and details of items for transport where relevant.
Billing and payment related information such as details required to issue invoices and record payment status, though full payment card details are not stored by us if you pay by card.
Information collected automatically or generated through your use of our services:
Operational information such as job references, route and scheduling details necessary to deliver your service.
Technical or usage data where relevant, such as basic information about how you contacted us, for example the type of device or channel used.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis under data protection laws. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process your personal data to enter into and perform a contract with you, for example to provide a quotation, confirm a booking, plan and carry out your move, and manage invoicing and payments.
Legal obligation: We may process your data where necessary to comply with legal and regulatory requirements, such as record keeping, tax and accounting obligations.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that your rights and interests do not override those interests. These legitimate interests may include managing and improving our services, ensuring the security of our operations, handling customer queries and complaints, and maintaining appropriate business records.
Consent: In limited circumstances, we may rely on your consent, for example if we choose to send certain types of marketing communications and you have agreed to receive them. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our services: including responding to your enquiries, assessing your requirements, issuing quotations, confirming bookings, planning and delivering removals or transport services, and providing customer support.
To manage our relationship with you: including handling changes or cancellations, addressing questions or complaints, and keeping you informed about the status of your booking.
To manage our business operations: including scheduling and logistics, driver and vehicle allocation, maintaining accurate records of jobs and payments, and managing financial accounts and taxation.
To ensure safety and security: including verifying addresses and access details for operational and safety purposes.
To meet legal and regulatory requirements: including maintaining appropriate records for tax, accounting, and regulatory compliance.
To communicate with you: including sending service-related messages such as booking confirmations, reminders and updates that are necessary for the performance of your contract with us.
Data sharing and processors
We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary for the purposes set out in this policy.
Service providers acting as data processors: We may use third party providers to support our operations, such as providers of scheduling tools, customer management systems, payment processing services, and accounting or billing software. These service providers are only permitted to process your data on our instructions and must keep it secure.
Professional and legal advisers: We may share information with accountants, auditors, insurers or legal advisers where necessary for our legitimate interests or to comply with legal obligations.
Authorities and regulators: We may disclose data where required by law, regulation, or court order, or to protect our rights or the rights of others.
Any sharing of data is limited to what is necessary and is carried out in line with applicable data protection laws.
International transfers
Where we use third party service providers that store or process data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place. These safeguards may include the use of standard contractual clauses or reliance on other lawful mechanisms approved under data protection laws.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting, or reporting requirements.
In general:
Basic customer and booking information is kept for a period necessary to manage our relationship with you and to meet tax and accounting obligations.
Communication records may be kept for a reasonable period in case of queries, complaints, or disputes.
Where we rely on consent for certain processing, we will stop that processing if you withdraw your consent, but may retain limited information to record your preferences.
When personal data is no longer required, we will securely delete or anonymise it.
Security of your personal data
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 access controls so that only personnel who need to access your data for legitimate business purposes can do so, using secure systems and taking steps to keep our records accurate and up to date.
Your data protection rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man with Van South Norwood customers in the South Norwood area, subject to certain legal limitations and conditions.
Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of that data, together with certain information about how it is used.
Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.
Right to erasure: You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we investigate a concern you have raised about its accuracy.
Right to data portability: In some cases, you may request that we provide your personal data in a structured, commonly used and machine readable format, and that it be transmitted to another controller where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, including any direct marketing activities. We will stop such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.
Right to withdraw consent: Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can address your concerns directly where possible.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updated version will apply to all Man with Van South Norwood customers and prospective customers in the South Norwood area from the date it is made available.
We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
