Man With a Van Eltham Privacy Policy

This Privacy Policy explains how Man With a Van Eltham collects, uses, stores and protects personal data for customers and prospective customers in the Eltham area. It is intended to comply with the General Data Protection Regulation and applicable UK data protection laws. By contacting us, requesting a quote or using 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 a Van Eltham customers, prospective customers and website visitors located in the Eltham area who provide personal data in connection with enquiries, bookings or the provision of man and van, moving or related services. It covers information collected directly from you and information generated in the course of delivering our services.

Data Controller

For the purposes of data protection law, Man With a Van Eltham is the data controller in respect of the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable law.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our services and for the operation of our business. The categories of personal data we may collect include:

Identification and contact details, such as your name, address, service locations, and any other contact details you choose to provide when you get in touch with us.

Booking and service information, such as the date and time of your requested move or transport, collection and delivery addresses, access details, descriptions of items to be moved, and any instructions or notes relevant to the job.

Communication records, including information contained in messages, enquiries, feedback or complaints you send to us, as well as our responses.

Payment and transaction details, such as information necessary to process your payment and maintain records of invoices and receipts. We do not store full payment card details; where card payments are taken, these are processed by a secure third party payment provider.

Technical and usage information, where accessible, such as basic information about how you access our website or digital services, including your device type and basic usage statistics. We only collect this information to the extent necessary for security, performance and analytics.

How We Collect Your Personal Data

We collect personal data in a variety of ways, including:

When you contact us directly by phone, messaging service or other means to request information, ask for a quote, or book a service.

When you provide details for the purposes of arranging or completing a move, including addresses, dates and specific service requirements.

When you communicate with us during or after the provision of services, such as to provide feedback, request amendments, confirm timings or raise any concerns.

From third party service providers acting on our behalf, such as payment processors, who may confirm that a payment has been made or declined.

Automatically, through limited technical data when you visit our website or use our online tools, to help us maintain security and improve our services.

Lawful Basis for Processing

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

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotes, confirming bookings, delivering our man and van services, and handling billing and payments.

Legal obligation: We may process your data where necessary to comply with legal obligations, such as maintaining appropriate business and financial records or responding to lawful requests from authorities.

Legitimate interests: We process certain data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, ensuring the security of our operations, handling customer queries, and preventing potential fraud or misuse.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing. 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, arrange bookings and deliver our man and van and related services in the Eltham area.

To contact you about your booking, including confirming details, discussing access, providing updates, and resolving any issues that may arise.

To manage invoicing, payments and financial records, including issuing receipts and handling refunds where applicable.

To respond to your enquiries, feedback and complaints, and to provide ongoing customer support.

To manage our business operations, including planning routes, scheduling staff and vehicles, and maintaining safety and security.

To improve our services, for example by reviewing feedback and analysing how our services are used.

To comply with legal and regulatory requirements and to exercise or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, including:

Service providers acting as data processors, such as payment processors, IT support providers, website hosting services, communication tools and secure data storage providers. These processors only process your data on our instructions and are contractually required to protect it.

Professional advisers, such as accountants or legal advisers, where strictly necessary for business administration, compliance or to protect our legal rights.

Public authorities, regulators or law enforcement agencies, where we are legally required or permitted to do so.

Whenever we share your personal data with processors, we take steps to ensure that they implement appropriate technical and organisational measures to safeguard your information in accordance with data protection law.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected and to comply with applicable legal, accounting or reporting requirements. The retention period depends on the nature of the information and the context in which it is processed.

In general, we will keep core booking and invoicing records for a period required by law for tax and accounting purposes. Communications and service-related notes may be retained for a reasonable period after the completion of the service in order to handle any follow-up queries, disputes or claims.

Where personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those employees and service providers who have a genuine need to know it, using secure systems to store and transmit data where appropriate, and regularly reviewing our security practices.

While we strive to protect your personal data, no method of transmission or storage is completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data processed by Man With a Van Eltham. Subject to certain conditions and exemptions, these include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.

The right to rectification: You can ask us to correct any inaccurate or incomplete personal data.

The right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it.

The right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of information.

The right to data portability: In certain cases, you may request that we provide you with the personal data you have given us in a structured, commonly used and machine readable format, or ask us to transmit it directly to another controller where technically feasible.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests. We will then stop processing unless we can demonstrate compelling legitimate grounds or where processing is required in relation to legal claims.

Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

International Transfers

Where it is necessary to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law. This may include using standard contractual clauses or ensuring that the destination country has been deemed to provide an adequate level of data protection.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will be effective from the date of publication of the updated policy. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contact and Complaints

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact Man With a Van Eltham using the contact details provided on our website or through the usual communication methods you use to reach us.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly in the first instance.