Man with Van Deptford Privacy Policy

This Privacy Policy explains how Man with Van Deptford collects, uses and protects personal data relating to our customers and potential customers in the Deptford area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individual customers, business customers and enquiries relating to Man with Van Deptford in the area we serve. It covers personal data collected in the course of providing removals, transport or related services, whether the interaction takes place by phone, text, messaging services, online forms, written correspondence or in person.

Data Controller

Man with Van Deptford is the data controller responsible for deciding how and why your personal data is processed in connection with our services. Where we use third parties to process data on our behalf, they act as data processors and must follow our instructions and comply with data protection law.

Personal Data We Collect

We collect and process different types of personal data depending on your relationship with us and how you interact with our services. This may include:

Identification and contact details, such as your name, postal address, collection and delivery addresses, and general contact details you choose to provide. Booking and service information, such as dates and times of moves, type and size of job, access details for properties, parking or entry instructions and any notes needed to complete your booking. Communication records, such as information you provide when you request a quote, ask a question, give feedback or make a complaint. This may include call notes, written correspondence or message histories. Payment and billing information, such as details of the services purchased, invoice details and records of payments made. We do not store full card details when third party payment processors are used. Technical information relating to digital contact channels, such as basic device or browser information and general usage data, where this is collected through your interaction with any online booking or enquiry tools.

How We Collect Your Data

We collect your personal data in several ways, including:

Directly from you when you contact us to request a quote, make a booking, amend a booking, provide access instructions, send an enquiry or give feedback. Automatically when you interact with any online forms or tools we operate, which may capture technical and usage information. From third parties where lawful and necessary, for example if a business books our services on your behalf and passes us your contact or access details so we can complete the job.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: We process personal data to provide a quote, accept a booking, carry out your move and manage any related services. Without this information, we would not be able to perform our contract with you. Legal obligation: We may need to process and retain certain information to comply with legal or regulatory requirements, such as tax and accounting rules. Legitimate interests: We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing our business operations, improving services, preventing fraud and handling queries and complaints. Consent: In limited situations, we may rely on your consent, for example if you ask us to contact you in a particular way or to keep your details for future availability. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to enquiries and give you information about our services. To create, confirm and manage bookings, including scheduling, route planning and allocating staff and vehicles. To communicate with you regarding your booking, including confirming details, dealing with changes, providing updates and handling any issues that arise. To issue invoices, process payments and maintain financial records. To manage our relationship with you, including handling feedback, complaints or disputes. To maintain the security and integrity of our operations, vehicles and staff. To comply with legal obligations and respond to valid requests from regulators or law enforcement where required by law.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties where necessary for the purposes described above and where a lawful basis exists. This may include:

Service providers who act as data processors on our behalf, such as payment processors, booking or scheduling software providers, IT service providers, communication tools and secure data storage or backup providers. Professional advisers such as accountants or legal advisers, to the extent necessary for them to provide their services. Law enforcement agencies, regulators, courts or other public authorities, where we are legally required or permitted to do so. We ensure that any data processors who handle your personal data on our behalf are subject to appropriate contractual and security obligations and can only use your data in accordance with our instructions and applicable law.

International Transfers

Where any of our chosen processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in line with data protection law. These safeguards may include using service providers in countries that have been recognised as providing an adequate level of protection or relying on approved contractual protections.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected or as required by law. Retention periods are determined based on factors such as the type of data, the reason it was collected, legal and regulatory requirements and the need to resolve any disputes.

In general, basic booking and invoice records are kept for a number of years to comply with tax and accounting laws. Enquiries that do not lead to a booking may be kept for a shorter period so we can respond to follow up questions and manage our business records. When data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need it to perform their role, using secure storage and communication methods where appropriate and maintaining internal policies and procedures designed to keep data secure.

Your Data Protection Rights

You have a number of rights in relation to your personal data under data protection law. These may include:

The right to access your personal data and obtain a copy of the information we hold about you. The right to rectify inaccurate or incomplete personal data. The right to erase your personal data in certain circumstances, for example where the data is no longer needed for the purpose it was collected and there is no legal reason for us to keep it. The right to restrict processing of your personal data in certain situations, such as while we are investigating a request to correct data. The right to object to processing based on our legitimate interests, where your particular situation gives you reasons to object and we do not have compelling legitimate grounds to continue. The right to data portability, which allows you to receive certain personal data in a structured, commonly used and machine readable format and to transmit that data to another organisation where technically feasible. Where we rely on consent, the right to withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve any concerns.

Children

Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children. If you believe that a child has provided us with personal data, please contact us so that we can delete it where appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will apply from the date it is published and will replace previous versions. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.