Man with Van Tooting Privacy Policy
This Privacy Policy explains how Man with Van Tooting collects, uses, stores, and protects personal data belonging to its customers and prospective customers in the Tooting area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, requesting a quote, or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers, potential customers, and website or enquiry users of Man with Van Tooting in the Tooting area. It covers all personal data that we process in the context of providing man and van, removals, and related services, whether you contact us online, by message, or in person.
Types of personal data we collect
We collect and process different categories of personal data, depending on how you interact with us and which services you request. This may include:
Identification and contact details such as your full name and preferred contact details.
Service and booking information such as collection and delivery addresses, access details, dates and times of moves, and descriptions of items to be moved.
Communication records such as messages, enquiries, and any information you choose to provide when you contact us.
Payment and billing details such as amounts charged and payment method used. We do not store full card details where a third-party payment processor is used.
Technical and usage data such as basic device or browser information, and general usage data if you use our website, where this is necessary for security and service delivery.
We only collect personal data that is relevant and necessary for the purposes set out in this Privacy Policy.
How we collect your personal data
We collect personal data in several ways, including:
Directly from you when you request a quote, make a booking, or contact us for information or support.
During the provision of services when we attend your property, collect or deliver items, or communicate about your booking.
From third parties where necessary, for example, where a booking is made on your behalf by a relative, friend, or business contact who provides your details for the purposes of the move.
From payment processors to confirm successful payments and handle refunds or disputes.
Lawful bases for processing your data
Man with Van Tooting processes your personal data only where a lawful basis applies under the UK GDPR. The main lawful bases we rely on are:
Contractual necessity to take steps prior to entering into a contract and to perform a contract with you, such as when we provide a quote, confirm a booking, or carry out a man and van service.
Legitimate interests where processing is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. For example, we may use your data to improve services, manage our business operations, and handle customer service queries or complaints.
Legal obligation where we must retain or disclose certain information to comply with legal, accounting, or tax requirements.
Consent where none of the above bases apply and we ask for your clear consent. You have the right to withdraw consent at any time, although this will not affect processing that has already taken place.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes, confirm bookings, and deliver our man and van services.
To communicate with you about your enquiry, booking, or any changes to our services.
To manage payments, invoices, and any applicable refunds or disputes.
To maintain internal records for business administration, accounting, and service improvement.
To ensure the security and safe operation of our services and vehicles.
To comply with legal obligations, such as tax, accounting, and regulatory requirements.
Data sharing and processors
We do not sell your personal data. We may share your data with a limited number of third parties, only where necessary and in accordance with data protection law. These may include:
Service providers and processors such as payment processing companies, IT or cloud storage providers, and providers of tools used to manage bookings and communications.
Professional advisers such as accountants or legal advisers where this is necessary for our business operations or to defend or establish legal claims.
Authorities and regulators where we are required to disclose information by law or to protect our rights, property, or safety, or the rights, property, or safety of others.
Where we use data processors, we ensure that they are subject to appropriate contractual obligations, including obligations to keep your data secure and to process it only in accordance with our instructions and applicable law.
International data transfers
Where any of our service providers or processors are located outside the United Kingdom, we will only transfer personal data where adequate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised mechanisms to ensure that your data continues to be protected.
Data retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including to provide services, meet legal, accounting, or reporting requirements, and resolve disputes.
In general, we will retain booking and invoice records for a number of years, in line with tax and accounting rules. Enquiry and communication records may be kept for a shorter period, unless they form part of our booking or legal records.
When personal data is no longer required, we will securely delete 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. Measures may include restricted access to personal data, secure storage, and the use of trusted third-party providers with appropriate security practices.
While no system can be guaranteed as completely secure, we regularly review our procedures to help ensure that your information is handled safely and in accordance with this Privacy Policy.
Your data protection rights
As a data subject, you have a number of rights under the UK GDPR in relation to the personal data we hold about you. These include:
The right of access to obtain confirmation of whether we process your data and to request a copy of your personal data.
The right to rectification to have inaccurate or incomplete data corrected.
The right to erasure in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected and there is no legal reason for us to continue processing it.
The right to restrict processing in specific situations, such as where the accuracy of the data is contested or where you have objected to processing and we are considering the request.
The right to object to processing based on our legitimate interests, including any direct marketing activities.
The right to data portability in certain circumstances, allowing you to receive the personal data you provided to us in a structured, commonly used, and machine-readable format, and to transmit it to another controller where technically feasible.
If you wish to exercise any of these rights, you can contact us using the usual contact channels you use when communicating with Man with Van Tooting. We may need to verify your identity before responding to your request.
Complaints and contact
If you have concerns about how we handle your personal data, we encourage you to contact us so that we can address the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
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. Any updates will be effective from the date of publication. We recommend that you review this Policy periodically to stay informed about how we process your personal data.
This Privacy Policy applies to all Man with Van Tooting customers and prospective customers in the Tooting area and is intended to provide clear information about your rights and our responsibilities under data protection law.
