Privacy Policy
Man with Van Whetstone Privacy Policy
This Privacy Policy explains how Man with Van Whetstone collects, uses, stores and protects personal data relating to its customers and prospective customers in the Whetstone area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Whetstone customers and service users in the area, including anyone who contacts us to request information, quotes or bookings.
Who we are
Man with Van Whetstone provides transport and moving services to residential and business customers in the Whetstone area. In relation to the personal data we collect, we act as a data controller. This means that we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and the services you use. The main categories of data we collect are:
Identification and contact details, such as name, address, postcode and preferred contact details. Booking and service details, such as collection and delivery addresses, property access information relevant to the move, inventory or brief description of items to be moved, preferred dates and times, and any specific service requirements. Communication data, which includes records of your communications with us such as queries, complaints, feedback and correspondence relating to quotes and bookings. Payment-related information, including basic transaction details such as amounts, dates and payment status. We do not store full payment card details when third-party payment processors are used. Technical data, which may include basic device or browser information and general usage data where you access our online content, subject to any consent requirements under applicable law.
We collect personal data directly from you when you contact us, request a quote, make a booking, provide instructions for a job, or communicate with us in any way. We may also generate personal data as part of providing our services, such as internal notes related to your bookings.
Lawful bases for processing
We process your personal data only where we have a lawful basis under the UK General Data Protection Regulation. The main lawful bases we rely on are:
Contract: We need to process your personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes handling enquiries, providing quotes, managing bookings, carrying out moves and related services, and communicating with you regarding your service.
Legal obligation: We may need to process certain personal data to comply with legal or regulatory requirements, including record-keeping obligations for tax and accounting purposes.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include improving our services, managing our business operations, handling customer queries and complaints, protecting our business from fraud or misuse, and maintaining accurate internal records.
Consent: In some limited cases, we may rely on your consent, for example for certain types of marketing communications or optional use of certain online technologies. Where we rely on consent, you have the right to withdraw that consent at any time.
How we use personal data
We use the personal data we collect for the following purposes:
To provide our services to you, including assessing your requirements, planning and carrying out moves, managing bookings and responding to your instructions. To communicate with you about your enquiries, provide quotes, confirm bookings, notify you of changes, and deal with any queries or complaints. To manage payments, process refunds where applicable, and maintain accounting and financial records. To operate, manage and improve our business, including service quality monitoring, staff training and internal reporting. To comply with legal obligations and respond to lawful requests from public authorities, where required. To protect our rights, property and safety, and the rights, property and safety of our customers and others, including in relation to the prevention or detection of fraud or other unlawful activities.
Data sharing and processors
We do not sell your personal data. However, we may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers acting as data processors may process personal data on our behalf and under our instructions. These can include payment processing providers, IT service providers, communication and scheduling tools, and providers of data storage or backup solutions. We ensure that such processors are bound by contractual obligations to protect personal data and use it only on our instructions.
Other recipients may include professional advisers such as accountants or legal advisers, where necessary for legitimate business purposes, and public authorities or regulators where required by law or to protect our legal rights.
Where we use data processors, we take steps to ensure that suitable technical and organisational measures are in place to protect your personal data and to ensure compliance with applicable data protection laws.
Data retention
We retain 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 transaction records for a period that aligns with applicable legal and tax requirements. Correspondence, quotes and service-related notes may be retained for a reasonable period after your last interaction with us, to enable us to respond to queries and maintain accurate business records.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.
International transfers
Where we use service providers or data storage solutions that are located outside the United Kingdom, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection laws, such as using standard contractual clauses or ensuring that transfers are made to countries with an adequate level of protection for personal data.
Data security
We take the security of your personal data seriously and implement reasonable technical and organisational measures to protect it from unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, restricted access to personal data, and staff awareness of data protection responsibilities.
While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You should take your own precautions when communicating with us and when providing personal data.
Your data protection rights
Under data protection laws, you have certain rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these rights may 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, together with certain information about how we use it.
The right to rectification: You can request that we correct or complete any personal data that is inaccurate or incomplete.
The right to erasure: In some circumstances, you can request that we delete your personal data. This right is not absolute and may not apply where we need to retain data for legal or contractual reasons.
The right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, for example while we are dealing with a query about its accuracy.
The 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 that we transmit it to another controller where this is technically feasible and where the lawful basis is consent or contract.
The right to object: You can object to our processing of your personal data where we are relying on legitimate interests as the lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds or where processing is required for legal reasons. Where we process personal data for direct marketing, you have the right to object at any time.
The right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings. The most recent version will always apply to the personal data we hold. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
