Man with Van Woodside Park Privacy Policy
This Privacy Policy explains how Man with Van Woodside Park collects, uses, stores and protects personal data relating to customers and potential customers in the Woodside Park area. It is intended to comply with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Woodside Park customers and individuals who make enquiries about our services in the Woodside Park area. It covers personal data collected through telephone enquiries, online enquiries, written communications and in-person interactions relating to our man and van and related services.
Personal data we collect
We may collect and process the following categories of personal data in the course of providing our services:
Identity details, such as full name and, where relevant, business or organisation name and contact person.
Contact details, such as billing address, collection and delivery addresses, and other service locations, as well as any contact preferences you may provide.
Service information, such as details of the items to be moved, access information for properties, preferred dates and times, booking history and any special instructions you provide.
Payment and billing information, such as payment method, partial payment details as required for processing, and invoice and transaction records. We do not store full card details if payment is processed through third-party providers.
Communication records, such as notes and records of phone calls, messages and correspondence with you regarding quotations, bookings, complaints, feedback or follow-up services.
Technical and usage information, which may include information about how you accessed our website or online forms, such as IP address and device information, where this is provided by your browser or device.
Lawful bases for processing personal data
We process personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Performance of a contract: We process personal data where it is necessary to provide quotations, arrange and deliver our services, take payment, and otherwise fulfil the contract we have with you or take steps at your request before entering into a contract.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing and improving our services, maintaining business records, preventing and detecting fraud, and handling queries or complaints.
Legal obligations: We process personal data where we are required to do so to comply with legal, tax or regulatory obligations, such as maintaining certain financial and transaction records.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy Policy.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotations and booking confirmations for our services.
To deliver our man and van services, including planning routes, accessing properties, and handling items safely and efficiently.
To communicate with you about your enquiry or booking, including updates, reminders, and any changes or issues affecting the service.
To process payments, issue invoices and receipts, and maintain financial and accounting records.
To respond to your questions, feedback or complaints and to improve our customer service.
To manage and develop our business operations, including managing capacity, training staff and improving the quality and safety of our services.
To comply with applicable laws, regulations and lawful requests from authorities.
Data retention
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, or as required by law or regulation.
Service and booking records are typically retained for a period that allows us to respond to any queries, disputes or claims relating to the services provided and to comply with tax and accounting requirements.
Financial and transaction information is retained for the period required under applicable tax, accounting and financial regulations.
Communication records are retained for a period necessary to manage the relationship, improve our services and handle any issues or complaints that may arise.
Where we no longer need personal data for the purposes for which it was collected and no legal requirement to retain it applies, we will securely delete or anonymise the data.
Data sharing and processors
We do not sell or rent your personal data. We may share your personal data with trusted third parties where necessary to provide our services or operate our business, including:
Service providers acting as data processors who provide services such as payment processing, accounting support, IT and system administration, data storage, and communication tools.
Professional advisers, such as accountants or legal advisers, where necessary to obtain professional services and comply with our legal obligations.
Regulators, law enforcement agencies and other authorities where we are required to do so by law or where it is necessary to protect our rights, property or safety or those of our customers or others.
Where we use third-party processors, we require them to process personal data only in accordance with our instructions, to maintain appropriate security measures, and to comply with applicable data protection laws.
International data transfers
Our primary operations are based in the United Kingdom, and we aim to keep personal data within the UK or the European Economic Area where possible. If personal data is transferred to a country outside the UK or European Economic Area that does not provide an equivalent level of data protection, we will ensure that appropriate safeguards are in place in accordance with data protection law, such as standard contractual clauses or other approved mechanisms.
Data security
We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to personnel who need it for their role, maintaining secure storage systems, and using secure methods for transferring and handling data. While we strive to protect personal data, no system is completely secure, and we cannot guarantee absolute security.
Your data protection rights
Under data protection law, individuals whose personal data we process have a number of rights. These include:
The right of access: You have the right to request a copy of the personal data we hold about you and information about how we use it, subject to certain exceptions.
The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
The right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
The right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain situations, for example where you contest its accuracy or object to our use of it.
The right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing purposes.
The right to data portability: In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transfer it to another organisation where this is technically feasible.
To exercise any of these rights, you can contact us using the contact details provided in this Privacy Policy. We may need to verify your identity before acting on your request. We aim to respond to all valid requests within one month, or within any extended period allowed by law where the request is complex or numerous.
Complaints and contact information
If you have any questions about this Privacy Policy or how we handle personal data, or if you wish to exercise your data protection rights, you should contact us in writing to our business address or by using our usual customer contact channels. If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the data protection authority in the United Kingdom.
Updates 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 changes will be posted in the latest version of this Privacy Policy, and the updated version will apply from the date it is issued. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
