Privacy Policy
Man with Van Harrow Weald Privacy Policy
This Privacy Policy explains how Man with Van Harrow Weald collects, uses, stores and shares personal data about customers and prospective customers. It is intended to provide clear information about your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Man with Van Harrow Weald customers and prospective customers in Harrow Weald and the surrounding area, including anyone who contacts us to request information about our services, requests a quote, makes a booking, or otherwise interacts with us in connection with our man and van and related services.
Who we are and scope of this policy
Man with Van Harrow Weald is a local man and van service provider offering transport, removals and related services. For the purposes of data protection law, we act as the data controller for the personal data we collect and process about our customers and prospective customers.
This policy covers personal data that we collect directly from you, data collected through our website or online forms, and information we may receive from third parties where this is necessary to provide our services.
Personal data we collect
We may collect and process the following categories of personal data when you contact us, obtain a quote, or use our services:
Identification and contact details, such as your name, home or business address, collection and delivery addresses, and other relevant locations, as well as contact details such as your preferred contact method.
Booking and service details, such as the date and time of your booking, the type of service requested, details of the items to be moved, access information for properties, special instructions, and any correspondence with us about the service.
Payment and billing information, such as billing address, payment method used, and records of payments you make to us. We do not store full payment card details if payment is made via a third-party payment processor.
Technical and usage information, such as basic information collected when you visit our website, including your IP address, browser type and pages visited. This may be collected using cookies or similar technologies where applicable.
Communications data, such as records of calls, messages or other communications with us related to enquiries, quotes, bookings, feedback or complaints.
How we collect your data
We collect personal data in several ways, including:
When you contact us by phone, through a contact form, or in person to request information, a quote or a booking.
When you provide information needed to carry out a booked service, for example collection and delivery details or access instructions.
When you make payments for our services, either directly or via a payment processor.
Automatically through our website, where basic technical information is collected for security, analytics or service improvement purposes.
From third parties where necessary, for example from an introducer or partner who passes your details to us with your knowledge so we can provide a quote or service.
Lawful bases for processing
We rely on one or more of the following lawful bases for processing your personal data:
Performance of a contract: We process your data where it is necessary to provide our services to you, including handling enquiries, issuing quotes, confirming bookings, carrying out removals or transport, and managing payments.
Legitimate interests: We may process your data for our legitimate business interests, provided that your rights and freedoms are not overridden. This includes improving our services, managing our business operations, preventing fraud, maintaining security, and handling customer queries or complaints.
Legal obligations: We may process and retain certain data to comply with legal or regulatory requirements, such as tax, accounting and record-keeping obligations.
Consent: In some limited circumstances, we may rely on your consent, for example where you have clearly agreed to receive specific types of marketing communication. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotes and discuss your requirements for man and van or related services.
To set up, manage and carry out bookings, including planning routes, allocating vehicles and staff, and ensuring safe and effective delivery of your items.
To process payments, issue invoices and receipts, and manage any refunds or changes to bookings.
To communicate with you about your booking, including confirmations, reminders, updates or follow-up messages regarding the service provided.
To manage our relationship with you, including handling complaints, feedback, service issues and after-service queries.
To improve our services, for example by analysing how customers use our services and website, and to enhance efficiency and customer experience.
To comply with legal and regulatory obligations and to establish, exercise or defend legal claims if required.
Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. In general:
Enquiry and quote information is retained for a limited period so we can respond to your request and follow up if appropriate. If no booking is made within a reasonable timeframe, we delete or anonymise this data unless lawfully required to retain it longer.
Booking and service records, including invoices and essential communications, are typically retained for a number of years to meet legal, tax and accounting obligations, and to manage any potential disputes or claims.
Technical and usage data is kept for as long as needed for security, analytics and service improvement, after which it is deleted or anonymised.
Where we rely on consent for specific processing activities, we will cease processing for that purpose if you withdraw your consent, unless another lawful basis applies. Some data may continue to be stored where required by law.
Sharing your personal data and processors
We may share your personal data with carefully selected third parties where necessary for our business operations and to provide our services. These third parties may act as data processors on our behalf and must only process your data in accordance with our instructions and applicable data protection laws.
Types of third parties we may use include:
Payment processors, to handle card or electronic payments securely.
IT and hosting providers, who support our website, email systems and data storage.
Business support services, such as accountancy, administration and customer management tools.
Professional advisers, such as legal or insurance advisers, when necessary to manage risk, claims or compliance.
We may also share data where required by law, for example with law enforcement, regulatory bodies or courts, or where necessary to protect our rights, property or safety, or the rights, property or safety of others.
We do not sell your personal data. We do not share your personal data with third parties for their own independent marketing purposes.
International transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data may be stored or accessed from outside these locations, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses or relying on adequacy decisions, in accordance with data protection law.
Your data protection rights
As a data subject, you have a number of rights regarding your personal data, subject to certain limitations and conditions under the law. These include:
Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with information about how it is processed.
Right to rectification: You can request that inaccurate or incomplete personal data we hold about you is corrected or updated.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to data portability: In some cases, you can request a copy of your personal data in a structured, commonly used and machine-readable format and have it transmitted to another controller where technically feasible.
Right to object: You can object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. You also have an absolute right to object to direct marketing at any time.
Rights relating to consent: Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights, or have questions or concerns about how we handle your personal data, you can contact us using the usual contact details you have for Man with Van Harrow Weald. We may need to verify your identity before responding to certain requests.
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 relevant data protection supervisory authority. Details of how to do this can be obtained from the official website of the authority responsible for data protection in your jurisdiction.
Changes 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 updates will be made available through our usual communication channels. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.
