Man with Van Thornton Heath Privacy Policy
This Privacy Policy explains how Man with Van Thornton Heath collects, uses, stores and protects personal data relating to its customers and prospective customers in the Thornton Heath area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Thornton Heath customers and prospective customers within the Thornton Heath area who contact us, use our services or otherwise provide personal data to us.
Who we are and scope of this policy
Man with Van Thornton Heath provides transport and removal services to individuals and businesses in the Thornton Heath area. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy. This means that we decide how and why your personal data is processed.
This policy applies when you contact us to request a quote, make a booking, ask a question, provide feedback, or otherwise interact with us in connection with our services.
Personal data we collect
We may collect and process the following categories of personal data, depending on how you interact with us and which services you use:
Identification and contact details: name, address, service addresses for collection and delivery, and other contact details such as communication identifiers you choose to share when enquiring or booking.
Service and booking information: details of your requested service, such as collection and delivery locations, dates and times, property access details, descriptions of items to be moved, special handling requirements, and any additional instructions you provide.
Correspondence and communications: records of enquiries, quotes, messages, and any other communications you send to us and our responses to you.
Payment and transaction details: information relating to payments, such as the amount paid, date of payment, and method of payment. We do not store full payment card details where payments are processed via secure third party payment processors.
Technical and usage information: if you visit our online pages or use digital contact methods, we may collect basic technical data such as the date and time of your interaction and information provided by your device or browser. We do not knowingly collect more data than is necessary for the provision and improvement of our services.
How we collect your personal data
We may collect your personal data in the following ways:
Directly from you when you contact us by phone, online form, message, or in person to request information, obtain a quote, or make a booking.
During the provision of our services when we visit your premises, transport your items or communicate about your booking.
From third party service providers where necessary for payment processing or booking management, to the extent permitted by law.
Lawful bases for processing
We process your personal data only where we have a lawful basis under data protection legislation. Depending on the circumstances, we rely on the following lawful bases:
Contract: to take steps at your request prior to entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, carrying out removals and related services, issuing invoices, and handling customer service queries.
Legal obligation: to comply with our legal obligations, such as maintaining appropriate records for tax and accounting purposes or responding to valid requests from law enforcement or regulatory authorities.
Legitimate interests: to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing and improving our services, protecting our property and assets, handling complaints, and maintaining business records.
Consent: where required by law, for example when you expressly agree to receive certain types of marketing communications. When we rely on consent, you have the right to withdraw that consent at any time.
How we use your personal data
We may use your personal data for the following purposes:
To provide quotes and respond to enquiries.
To create, confirm and manage bookings for removal and transport services.
To plan routes, allocate vehicles and staff, and deliver your items to the agreed locations.
To communicate with you regarding your booking, including confirmations, updates, changes, reminders or follow up after the service.
To manage payments, issue invoices, and maintain accounting and financial records.
To handle complaints, disputes or claims, and to improve our services based on feedback.
To maintain security, prevent fraud or misuse of our services, and protect our rights and the rights of others.
To comply with legal and regulatory requirements applicable to our business.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:
Service providers acting as data processors who provide services to us such as payment processing, accounting support, scheduling or data storage. These processors act on our instructions and are bound by contractual obligations to protect your personal data and use it only for the purposes we specify.
Professional advisers such as accountants, lawyers or insurers where necessary for the establishment, exercise or defence of legal claims or to obtain professional advice.
Public authorities, regulators or law enforcement where we are required to do so by law or where disclosure is necessary to protect our rights, your safety or the safety of others.
Where we use data processors, we ensure appropriate data processing agreements are in place to safeguard your personal data in accordance with data protection law.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including the satisfaction of any legal, accounting or reporting requirements.
In general, we keep customer and booking records for a period that allows us to manage ongoing or repeat services, respond to queries about previous work and comply with applicable legal obligations. Financial records, including invoices and transaction information, are retained for the period required by tax and accounting laws.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Data security
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration or destruction. These measures include restricting access to personal data to those who need it for legitimate business purposes and ensuring that our data processors implement suitable security controls.
While we take steps to protect your information, no method of transmission or storage is completely secure. You should take care not to share sensitive personal information beyond what is necessary for us to provide our services.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Thornton Heath customers and prospective customers within the Thornton Heath area, subject to certain legal conditions and exemptions:
Right of access: you can request confirmation of whether we process your personal data and request a copy of the personal data we hold about you.
Right to rectification: you can request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure: in certain circumstances, you can request that we delete your personal data. This is sometimes known as the right to be forgotten.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.
Right to data portability: in some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format and transmit it to another controller where technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests or where we process your data for direct marketing.
Right to withdraw consent: where we rely on your consent as the lawful basis for processing, you can withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
If you choose to exercise any of these rights, we may need to verify your identity before responding to your request in order to protect your information.
International transfers
Our business is primarily based in the Thornton Heath area and we aim to store and process personal data within the United Kingdom or other locations with adequate data protection standards. If we ever transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, in accordance with data protection law.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data processing practices. When we make material changes, we will take appropriate steps to inform you. The most recent version of the policy will always apply to the personal data we hold.
Contact and complaints
If you have any questions about this Privacy Policy or how we handle your personal data for Man with Van Thornton Heath services, or if you wish to exercise your data protection rights, you can contact us using the usual contact methods you use to reach our service.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed or that your personal data has been handled in a way that does not comply with data protection law. We encourage you to contact us first so that we can try to resolve any concerns directly.
