Man with Van West Wickham Privacy Policy
This Privacy Policy explains how Man with Van West Wickham collects, uses and protects personal data relating to customers and prospective customers in the West Wickham area. It applies to all individuals who request a quote, make a booking, or otherwise use our services within this area.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out the types of personal data we collect, the lawful bases for processing, how long we keep information, the use of processors, and the rights you have in relation to your data.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van West Wickham customers and prospective customers located in or requesting services in the West Wickham area. It covers personal data collected through enquiries, bookings, telephone calls, messages, and any other communication channels we use to provide our services.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and the services you request. The types of information we may collect include:
Identification and contact details such as full name, address, collection and delivery addresses, contact preferences, and any additional contact person details provided for access or key handover.
Service and booking information such as details of the items to be moved, property access information, dates and times of moves, special instructions, and any photos or descriptions you choose to provide to help us plan the service.
Communication data such as records of enquiries, quotes, confirmations, complaints or feedback, and any correspondence you send to us or that we send to you in relation to our services.
Payment-related information such as payment confirmations and transaction details received from payment providers. We do not store full payment card details; card information is handled securely by the relevant payment processor.
Technical and usage data where applicable, such as basic device and browser details, and limited usage information generated when you interact with our online content or digital tools, to the extent required for security, service delivery, or analytics.
How We Collect Your Data
We may collect personal data directly from you when you contact us for a quote, make a booking, ask a question, provide feedback, or otherwise engage with our services. This may be done by phone, messaging services, online forms, or in person.
We may also receive limited information about you indirectly from third parties. For example, if someone books our services on your behalf and provides your name, address details, or contact number to arrange the move, we will process that information in order to deliver the service.
Lawful Bases for Processing
We only process personal data where we have a lawful basis under the UK GDPR. Depending on the circumstances, we rely on the following lawful bases:
Performance of a contract: We process your personal data when it is necessary to provide our man and van services, including taking bookings, communicating about your move, planning routes, and completing the collection and delivery of items.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This can include responding to general enquiries, managing our business operations, improving our services, keeping appropriate records, and protecting our business and customers from fraud or misuse.
Legal obligations: We may process and retain certain information where necessary to comply with legal or regulatory requirements, such as tax and accounting obligations, or to respond to lawful requests from public authorities.
Consent: In some limited situations, we may rely on your explicit consent, for example for specific types of optional communications or where consent is the most appropriate basis. 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 and manage our services, including handling enquiries, creating and confirming bookings, planning and carrying out moves, and arranging any follow-up work you request.
To communicate with you about your enquiry or booking, including confirming details, requesting further information, and notifying you of any changes or issues relating to your service.
To issue invoices, process payments through third party payment providers, and maintain accurate financial and administrative records.
To respond to feedback, comments or complaints, and to resolve any issues that arise in connection with our services.
To manage our business operations, such as scheduling, route planning, staff management, internal reporting, and service improvement.
To comply with legal and regulatory obligations, including record keeping, tax requirements, and responding to lawful information requests.
Data Sharing and Processors
We do not sell your personal data. We may share your information with trusted third parties only where necessary for the purposes set out in this Privacy Policy and where appropriate safeguards are in place.
Service providers and processors: We may use third party providers to support our operations, such as payment processing services, accountancy or bookkeeping services, communications platforms, route planning or scheduling tools, and secure data storage or backup providers. These third parties act as processors on our behalf and may only process your personal data in accordance with our instructions and data protection law.
Professional advisers: We may share data with professional advisers such as accountants, auditors, or legal advisers, where this is necessary for the services they provide to us and subject to confidentiality obligations.
Authorities and regulatory bodies: We may disclose information to law enforcement, courts, regulators or other public authorities where we are legally required or permitted to do so.
Any data sharing is limited to what is necessary and proportionate for the relevant purpose, and we take reasonable steps to ensure that your data is kept secure by any third party that processes it on our behalf.
International Data Transfers
Where our service providers or systems involve transferring personal data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as using standard contractual clauses or working with providers in countries that have been recognised as providing an adequate level of protection.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.
In general, we retain core booking and invoice records for a period required by tax and accounting laws, after which they are securely deleted or anonymised. Communication records may be kept for a reasonable period to enable us to respond to any follow-up enquiries, resolve disputes, and maintain business records.
When personal data is no longer required, we will take reasonable steps to delete or anonymise it securely.
Data Security
We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures may include access controls, secure storage, limited access to personal data on a need-to-know basis, and appropriate training for those handling personal data.
While we strive to protect your personal data, no method of transmission or storage can be guaranteed to be fully secure. You should take care when sharing personal information and notify us promptly if you suspect any misuse related to our services.
Your Data Protection Rights
Under UK data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, and we may need to verify your identity before responding to your request. Your rights include:
Right of access: You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected.
Right to restriction: You can ask us to restrict the processing of your data in certain situations, such as while we are investigating a concern about its accuracy or use.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used format, or transfer it to another controller where technically feasible.
Right to object: You can object to processing based on our legitimate interests, including certain profiling activities, where you believe your rights and interests outweigh our reasons for processing.
Right to withdraw consent: Where we rely on your consent for particular processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
If you make a request to exercise any of these rights, we will respond in accordance with applicable data protection law.
Complaints
If you have concerns about how we handle your personal data, you can raise them with us using our usual contact methods. You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this can be found on the official information commissioner website.
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 offer. Any updated version will apply to all Man with Van West Wickham customers in the area from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
