Privacy Policy
Man with Van Rotherhithe Privacy Policy
This Privacy Policy explains how Man with Van Rotherhithe collects, uses, stores and protects personal data relating to customers and prospective customers in the Rotherhithe area. It also explains the lawful bases we rely on under the UK General Data Protection Regulation and the GDPR, how long we keep your information, how we share it with processors, and the rights you have in relation to your personal data.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Rotherhithe customers, and individuals making enquiries about our services, in the Rotherhithe area. It covers personal data we collect through telephone enquiries, online enquiries, written correspondence, and any other interactions related to arranging and providing man and van services.
Data Controller
For the purposes of data protection law, Man with Van Rotherhithe is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services or contact us in relation to them.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:
Identification and contact details, such as your name, address, collection and delivery addresses, and any other address relevant to the service, along with contact information such as telephone numbers and any communication channel you choose to use.
Booking and service information, including details of the items to be moved, preferred dates and times, access information for properties, parking details, and any other instructions necessary for us to provide our service safely and effectively.
Payment and billing information, including transaction details and information required to issue invoices and process payments. We do not store full payment card details where payments are processed through secure third party providers.
Communication records, including information contained in enquiries, complaints, feedback, or any other correspondence you have with us about our services.
Technical and usage data, where relevant, such as information generated by your interactions with any online forms or digital tools we may use, including dates and times of requests and basic device or browser information if this is logged for security or operational reasons.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the specific processing activity, we rely on the following lawful bases:
Contract. We process your personal data where it is necessary to enter into a contract with you, or to perform a contract, for example to provide man and van services, issue quotes, arrange bookings, and manage your account and payments.
Legal obligation. We may process your data where it is necessary to comply with legal requirements, such as tax, accounting or regulatory obligations, or to respond to lawful requests from public authorities.
Legitimate interests. We may process your personal data when it is necessary for our legitimate interests, and where your interests and fundamental rights do not override those interests. These legitimate interests include managing our business operations, improving our services, responding to enquiries, handling complaints, protecting our assets, and preventing fraud or misuse of our services.
Consent. In limited cases, we may rely on your consent, for example where we optionally use your contact details for non-essential communications or testimonials. Where we rely on consent, you have the right to withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for services in the Rotherhithe area.
To plan, schedule, and deliver man and van services, including coordinating collection and delivery locations and managing any access requirements.
To manage our relationship with you, including customer service, communication about bookings, handling complaints, and dealing with any disputes.
To process payments, issue invoices, and maintain financial records for accounting and tax purposes.
To maintain security, prevent fraud, and protect our staff, customers and property.
To improve our services, including reviewing feedback and internal analysis of service performance, where this can be done in a way that respects your privacy.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we keep core booking and invoice information for a period that aligns with applicable tax and accounting laws, which may require retention for several years after the end of the financial year in which the transaction took place.
Enquiry records that do not lead to a booking may be retained for a shorter period, sufficient to manage the enquiry, follow up where appropriate, and maintain records of our communications.
Where we rely on your consent for particular uses of your data, we will keep that data for as long as we have your consent and it remains relevant to the purpose for which it was collected, or until consent is withdrawn, whichever happens first, unless a longer retention period is required or permitted by law.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with you.
Data Processors and Sharing of Personal Data
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes we specify. They are required to implement appropriate technical and organisational measures to protect your data.
Typical categories of processors may include payment processing services to handle secure payments and refunds, providers of booking or customer management tools necessary to administer our services, and professional advisers such as accountants where personal data appears in our financial records.
We may also share personal data where required by law, in response to valid requests from public authorities, or to establish, exercise or defend legal claims.
We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.
International Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include standard contractual clauses or equivalent mechanisms recognised by relevant authorities.
Security of Your Personal Data
We take appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. While no system can be completely secure, we work to ensure that access to your personal data is limited to those who have a genuine business need to know it and are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a range of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you.
Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, 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, such as while we verify the accuracy of data or consider an objection you have raised.
Right to object. You have the right to object to processing based on our legitimate interests where you consider that your rights and interests override ours. We will stop the processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is generally 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 the services we provide in the Rotherhithe area. Any updated version will apply from the date it is made available.
