Privacy Policy
Man and a Van Watford Privacy Policy
This Privacy Policy explains how Man and a Van Watford collects, uses, stores and protects personal data in connection with the services we provide. It applies to all Man and a Van Watford customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us.
Who This Privacy Policy Applies To
This Privacy Policy applies to all customers and potential customers of Man and a Van Watford within our operating area, as well as any individuals acting on behalf of those customers, such as employees, family members or other authorised representatives. It also applies to individuals who communicate with us for general enquiries about our services.
Types of 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:
Identification and contact details: name, title, address, service address, email address, and other contact details you provide to us.
Booking and service information: collection and delivery addresses, property access information, preferred dates and times for services, information about items to be moved, and logistical details required to perform the job safely and efficiently.
Communication records: information you provide by phone, in writing, or electronically when you contact us, including enquiries, feedback, and any complaints.
Payment and billing details: details required to process payments and manage invoices and receipts. We do not store full payment card details; if card payments are processed, this is done through secure payment processors.
Technical information: limited technical data that may be generated when you interact with our online content, such as basic device and browser information or pages visited, where this is necessary for the operation and security of our online presence.
How We Collect Personal Data
We collect personal data in various ways, including:
When you contact us directly by phone or online to request a quote, make a booking, or ask a question.
When you provide information during the performance of our services, such as confirming access details or updating your booking.
When you respond to communications from us, such as confirming a service time or providing feedback.
Through secure third party providers that support our business operations, such as payment service providers, where they lawfully share necessary information with us.
Lawful Basis for Processing Personal Data
We process personal data only where we have a lawful basis under the UK General Data Protection Regulation and related data protection laws. The main lawful bases we rely on are:
Performance of a contract: where processing is necessary to provide our services, including handling enquiries, preparing quotations, making and managing bookings, and delivering moving or transport services.
Legitimate interests: where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. This can include managing our business, maintaining records, improving our services, and protecting the security of our systems and operations.
Legal obligation: where we must process certain data to comply with legal or regulatory requirements, such as tax, accounting, or insurance obligations.
Consent: where we rely on your explicit consent for a particular use of your data. When we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide and manage our services, including confirming bookings, planning routes, and delivering moving and transport services.
To respond to requests for quotes and information, and to communicate with you before, during and after the provision of our services.
To manage payments, invoicing, and any related accounting and record keeping.
To handle any queries, feedback or complaints and to provide customer support.
To manage our business operations, including maintaining internal records, improving service quality, and ensuring the safety and security of our staff and customers.
To comply with legal and regulatory requirements, including those relating to taxation, insurance, and the resolution of legal claims or disputes.
Data Sharing and Use of Processors
We do not sell your personal data. We may share personal data with carefully selected third parties who act as data processors on our behalf, or who otherwise assist in providing our services. These may include:
Payment service providers, used to process card or electronic payments securely.
Accountants and professional advisers, to assist with financial, legal, or regulatory matters where necessary.
IT and system support providers, who help maintain the security, availability, and functionality of our systems and records.
Other service providers and subcontractors, where this is necessary to fulfil your booking or provide related services.
Where we use data processors, they are only permitted to process personal data in accordance with our instructions and for the purposes we specify. We require them to maintain appropriate security and confidentiality.
We may also share personal data where required by law, regulation, or a legitimate request from a public authority, or to establish, exercise or defend legal claims.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are required to retain it under applicable laws and regulations. This generally means:
Booking and service records are retained for a period necessary to manage our relationship with you, respond to queries, and handle any potential disputes or claims.
Accounting and payment records are retained for the period required by tax and accounting laws.
Where we hold data based on your consent, we will keep it until you withdraw your consent or until it is no longer needed for the purpose for which it was collected, whichever comes first.
When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for legitimate business purposes, using appropriate physical and digital security safeguards, and regularly reviewing our processes to maintain the confidentiality, integrity and availability of your data.
Your Data Protection Rights
Under data protection laws, individuals whose personal data we hold have certain rights. Depending on the circumstances, these may include:
Right of access: the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data and certain related information.
Right to rectification: the right to request correction of inaccurate personal data, and to have incomplete data completed.
Right to erasure: the right to 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 lawful basis for processing.
Right to restriction of processing: the right to request that we restrict the processing of your personal data in certain situations, such as while we are handling a request to correct inaccurate data.
Right to data portability: the right, in certain cases, to receive personal data you have provided to us in a structured, commonly used, and machine readable format, and to have that data transmitted to another controller where technically feasible.
Right to object: the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, and we will consider your objection and stop processing unless we have compelling legitimate grounds to continue.
Right to withdraw consent: where we rely on consent for processing, you have the right to withdraw that consent at any time.
How To Exercise Your Rights
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle personal data, you can contact us using the usual communication channels you use for our services. To help us respond efficiently, please provide enough information to identify yourself and describe your request clearly. We may need to verify your identity before responding to certain requests, to protect your data and the rights of others.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will apply from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
