Privacy Policy
Man with Van Clapham Privacy Policy
This Privacy Policy explains how Man with Van Clapham collects, uses, stores and protects personal data relating to customers and potential customers in the Man with Van Clapham service 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 Clapham customers and prospective customers in our operating area, including individuals and businesses who contact us, request a quote, make a booking or otherwise use our services.
Who we are and scope of this policy
Man with Van Clapham is a removals and transport service operating in and around the Clapham area. For the purposes of data protection law, Man with Van Clapham is the data controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
By using our services, contacting us or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
We only collect personal data that is relevant for providing and managing our services. The types of data we may collect include:
Identity and contact details such as your name, address, pick up and drop off addresses, and any alternative contact details you choose to provide.
Communication details such as your preferred contact method and the content of your communications with us, for example when you request a quote, make a booking or provide feedback.
Service and booking details such as the date and time of your move, the type and quantity of items to be moved, access details for the properties, and any special instructions you provide.
Payment and transaction information such as the amount paid, payment method and relevant transaction details. We do not store full payment card information; where electronic payments are used these are processed securely by payment service providers.
Technical and usage information where applicable, such as basic information about how you interact with any online forms or digital tools we use to manage enquiries and bookings. This may include date and time of contact and basic technical logs for security and service improvement.
Any other information you choose to provide to us which is relevant to the planning and delivery of our services, including information you give us in surveys, reviews or complaints.
Lawful basis for processing personal data
We rely on different lawful bases under data protection law depending on the specific purposes for which we process your personal data.
Contract performance. We process personal data where this is necessary to enter into or perform a contract with you, including to provide quotations, confirm and manage bookings, deliver our man and van services, and handle related communications.
Legal obligations. We process personal data when necessary to comply with our legal obligations, for example in relation to accounting, taxation and record keeping requirements, and to respond to lawful requests from public authorities.
Legitimate interests. We process personal data where this is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This includes managing and improving our services, ensuring the security of our operations, handling customer service and complaints, and maintaining appropriate business records.
Consent. In limited circumstances we may rely on your consent, for example where we wish to send you certain types of marketing communications by specific channels. Where we rely on consent, you have the right to 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 and provide quotations based on the information you supply.
To set up, confirm and manage bookings, including scheduling vehicles and staff, planning routes and coordinating access.
To deliver our services safely and efficiently, including communicating with you before, during and after a job.
To process payments, issue invoices and receipts, and manage any refunds or adjustments that may be required.
To handle customer service matters, including responding to questions, feedback and complaints, and resolving issues.
To maintain accurate internal records for business management, accounting and auditing purposes.
To improve our services, for example by analysing common issues or feedback trends and updating our processes accordingly.
To help prevent and detect fraud or other unlawful activities and to protect the safety of our staff, customers and property.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties when this is necessary for the purposes described in this Privacy Policy and in accordance with data protection law.
Service providers acting as data processors may include companies that provide payment processing services, booking or scheduling tools, secure data storage and backup, and professional advisors such as accountants. These processors are only permitted to process your personal data on our instructions and must keep your data secure and confidential.
Operational partners. In limited situations we may work with other transport or removals providers to fulfil a booking, for example during very large jobs or where specialist equipment is required. Where this happens, only the personal data necessary to perform the service will be shared.
Regulatory and legal authorities. We may disclose personal data to law enforcement, regulatory bodies or other authorities where we are legally required or permitted to do so, or in order to protect our rights, property, safety or that of others.
Where personal data is shared with third parties, we take appropriate steps to ensure that the data is handled securely and in line with applicable data protection requirements.
Data retention and storage
We retain personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements.
Booking and service records. Information relating to quotes, bookings and completed jobs is generally retained for a period that allows us to manage our relationship with you, respond to any questions or disputes and comply with legal obligations, including tax and audit requirements.
Payment and transaction data. Financial and transaction records are kept for the period required by law for accounting and tax purposes.
Marketing and communications. Where you have consented to receive marketing communications, we will retain your contact details until you withdraw your consent or object to such processing, after which we will stop this type of communication and, where appropriate, delete or suppress your details.
When data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Security of your personal data
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against accidental loss, unauthorised access, alteration or disclosure.
These measures may include controlled access to systems, secure storage, staff training on data protection responsibilities and procedures for responding to suspected data breaches. While we strive to protect your personal data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted to or by us.
International transfers
Our primary operations and data storage are intended to be within the United Kingdom or the European Economic Area. If in limited circumstances your personal data is transferred outside these areas, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, for example through the use of standard contractual clauses or other recognised mechanisms.
Your data protection rights
Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights are subject to certain conditions and exemptions.
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how and why it is processed.
Right to rectification. You can ask us to correct inaccurate personal data or complete incomplete data that we hold about you.
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 have withdrawn consent.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, for example while we are dealing with a request to correct data.
Right to object. You can object to our processing of your personal data where we are relying on legitimate interests, including profiling based on those interests. You also have the right to object at any time to the use of your data for direct marketing.
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 or transfer it to another controller where technically feasible.
Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details published on our website or other official materials. We will respond to your request in accordance with applicable legal timeframes.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we use your personal data. In the United Kingdom, this authority is the Information Commissioner.
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 protection practices. The most current version will always apply to the personal data we hold and process. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
