Man with Van Petersham Privacy Policy
This Privacy Policy explains how Man with Van Petersham collects, uses, stores and protects personal data relating to our customers and prospective customers in the Petersham area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all services provided by Man with Van Petersham and to all Man with Van Petersham customers in the Petersham area, including individuals and businesses who make enquiries, request quotations, or use our removal and transport services.
Who We Are
Man with Van Petersham is a local removals and transport service provider operating in and around the Petersham area. For the purposes of data protection law, we are the controller of the personal data that we collect and process in connection with providing our services.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Contact details: such as your name, address, service addresses including collection and delivery locations, and other contact details you choose to provide to arrange a booking or request a quote.
Booking and service information: such as details about the services you request, dates and times of moves or deliveries, access information for properties, inventory descriptions, special handling instructions, and any related communication about your booking.
Communication records: such as messages, notes of telephone calls, and other correspondence you send to us when you enquire about or use our services.
Payment and billing information: such as billing address and information about the payments you make to us and any related records needed for our accounts and tax obligations. We do not store full payment card details if electronic payments are processed by a third-party payment processor.
Technical and usage information: where relevant, limited technical information relating to your use of our website or online forms, such as basic device or browsing information, general location information, and how you interact with our online content. This may be collected using cookies or similar technologies where permitted.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, or otherwise communicate with us. This can be by telephone, through online enquiry forms, or in person.
We may also receive personal data about you from third parties where necessary for the provision of our services, for example from someone who books our services on your behalf or provides us with a delivery or collection address that involves you.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: We process your personal data where it is necessary to enter into, or to perform, a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotations, and fulfilling our obligations when you book our services.
Legal obligation: We process certain personal data to comply with legal obligations, such as maintaining financial and tax records, responding to lawful requests from authorities, and meeting our duties under consumer protection and health and safety laws.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, handling enquiries and complaints, preventing fraud, and maintaining the security of our systems and operations.
Consent: In limited situations, we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you may withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services: including handling enquiries, issuing quotations, confirming bookings, planning and carrying out moves and deliveries, arranging logistics, and providing customer support.
To manage our relationship with you: including responding to your questions, sending service updates, dealing with feedback or complaints, and maintaining records of our interactions.
To process payments and accounts: including issuing invoices, recording payments, managing debt recovery where necessary, and maintaining appropriate financial records.
To operate and improve our business: including monitoring service quality, training staff, managing risk, and improving our operational processes.
To meet legal and regulatory requirements: including responding to lawful requests, maintaining records for tax and accounting, and ensuring compliance with relevant laws and regulations.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law.
Service providers and processors: We may share personal data with trusted third-party providers who perform services on our behalf, such as payment processors, accounting and bookkeeping services, information technology and system support, and secure data storage providers. These providers act as processors and may only process personal data in accordance with our instructions and for the specific purposes we specify.
Professional advisers: We may share data with professional advisers such as accountants, auditors, or legal advisers where necessary to obtain professional services or advice.
Authorities and law enforcement: We may share data where required by law, regulation, or court order, or where necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
Other third parties: In rare circumstances, for example in the context of a business restructuring or sale of our business, personal data may be transferred to a new owner, subject to appropriate safeguards.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.
In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and applicable legal requirements.
As a general guide, we usually keep basic customer and booking records, including invoices and payment information, for a period required by tax and accounting laws after the end of the relevant financial year. Communication records and enquiry details are normally kept for a shorter period unless needed for ongoing issues, disputes, or legal obligations.
When personal data is no longer required, we will securely delete or anonymise it.
International Transfers
Our operations are primarily based in the United Kingdom. Where we use third-party service providers that store or process data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law. This may include using standard contractual clauses or ensuring that the destination country has an adequate level of protection.
How We Protect Your Data
We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and limitations on who can access personal data within our organisation and among our processors.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights apply to all Man with Van Petersham customers in the Petersham area, subject to certain limits and exceptions.
Right of access: You have the right to request confirmation that we process your personal data and to request a copy of that data.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You may request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the purpose for which it was collected, or where you withdraw consent and we have no other lawful basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.
Right to data portability: Where we process your data based on your consent or on a contract and by automated means, you may request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transmit it to another controller where technically feasible.
Right to object: You have the right to object to processing of your personal data that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Rights relating to automated decision-making: We do not carry out automated decision-making or profiling that produces legal or similarly significant effects solely by automated means.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other reasons. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
