Privacy Policy
Man with Van Eltham Privacy Policy
This Privacy Policy explains how Man with Van Eltham collects, uses, stores and shares personal data when providing our moving and transportation services. It applies to all Man with Van Eltham customers and prospective customers in our service area, including individuals and businesses who contact us, request a quotation, make a booking, or otherwise interact with us in connection with our services.
Who we are
Man with Van Eltham is a provider of moving and transportation services. For the purposes of the UK General Data Protection Regulation UK GDPR and the Data Protection Act, we act as the data controller in relation to the personal data we collect and use about our customers and prospective customers.
Personal data we collect
We may collect and process the following categories of personal data when you engage with Man with Van Eltham:
Identification and contact details, such as your name, address, collection and delivery addresses, and general location information relevant to the service.
Communication details, including any information you choose to provide when you contact us by phone, online form, or other means, such as the contents of your messages and any feedback you give us.
Service details, such as the date and time of your move, details of the items to be moved, access information for properties, and any special instructions you provide to allow us to deliver the service safely and efficiently.
Booking and payment information, including payment status, method of payment, and records of invoices and receipts. We do not store full payment card details; where card payments are processed, they are handled by secure third party payment processors.
Technical and usage information, for example basic information about how you access our online content such as IP address, browser type, device type, and pages viewed, where this is necessary for security, troubleshooting, or to improve our services.
How we collect personal data
We collect personal data directly from you when you contact us to request information, obtain a quotation, or make a booking. This may occur by telephone, through online enquiry forms, through messaging services, or in person.
We may also receive personal data from third parties where this is necessary to provide our services, for example if a letting agent, landlord, or business contacts us to arrange a move on your behalf and provides relevant contact or address details.
Lawful bases for processing your data
We only process your personal data where we have a lawful basis under the UK GDPR. Depending on the context, we rely on the following grounds:
Contract: We process personal data to take steps at your request before entering into a contract, such as providing a quotation, and to perform our contractual obligations once you have booked our services. This includes using your personal data to manage your booking, provide the moving service, and handle customer service matters.
Legal obligation: We may process your personal data where this is necessary to comply with legal obligations, such as maintaining tax, accounting, and business records or responding to lawful requests from regulatory or law enforcement authorities.
Legitimate interests: We may process your personal data based on our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests include managing and improving our services, protecting our business and customers from fraud or misuse, training staff, and handling general enquiries and feedback.
Consent: In limited circumstances, we may rely on your consent, for example for certain direct marketing communications where this is required by law. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our moving and transportation services, including assessing your requirements, issuing quotations, confirming bookings, scheduling moves, and carrying out the agreed services on the day.
To communicate with you about your enquiry or booking, including sending confirmations, updates, reminders, and any necessary changes to arrangements.
To manage payments, invoicing, and accounting records, and to address any queries or disputes relating to payment or services delivered.
To respond to your questions, requests, and complaints, and to improve our customer service and operational efficiency.
To maintain the security and integrity of our systems, to prevent fraud and misuse, and to protect our legal rights.
Where permitted, to send you information about our services that may be relevant to you, and to understand how customers use our services so we can improve them.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy.
Service providers and data processors: We may use third party companies to support our operations, for example providers of booking or scheduling software, secure payment processors, IT support and hosting providers, and document storage or accounting services. These third parties act as data processors and only process your personal data on our instructions, in accordance with data protection law, and with appropriate security measures in place.
Professional advisers: We may share data with professional advisers such as accountants, auditors, or legal advisers where required for the management and protection of our business.
Authorities and law enforcement: We may disclose your personal data where required by law or where we believe this is necessary to protect our rights, the rights or safety of others, or to detect, prevent, or investigate fraud or other unlawful activity.
In all cases, we limit the personal data shared to what is strictly necessary for the relevant purpose.
International transfers
Where any of our service providers are located outside the United Kingdom or European Economic Area, or store data in another country, we take steps to ensure that appropriate safeguards are in place. These may include reliance on adequacy regulations or the use of standard contractual clauses or equivalent legal mechanisms to protect your personal data in accordance with data protection law.
Data retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, including to provide our services, manage our relationship with you, and meet legal, accounting, or reporting requirements.
In general, data relating to quotations and enquiries is kept for a limited period to allow us to follow up on your request and maintain business records. Data relating to confirmed bookings, such as customer details, service details, and invoices, is typically retained for a number of years to comply with legal and tax obligations and to respond to any questions or claims that may arise in relation to the service provided.
When personal data is no longer required, we will securely delete or anonymise it, unless we are required to keep it for longer by law.
Your data protection rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Eltham customers and prospective customers in our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how it is used.
Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data where necessary for our purposes.
Right to erasure: In some circumstances, you may 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 withdraw consent and no other lawful basis applies.
Right to restriction: You may ask us to restrict the processing of your personal data in certain cases, such as where you contest its accuracy or object to our use of it and we are assessing your request.
Right to data portability: Where we process your personal data based on your consent or a contract and by automated means, you may request that we provide your data in a structured, commonly used, machine readable format and, where technically feasible, transmit it to another controller.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, and to object at any time to the use of your personal data for direct marketing.
Right to withdraw consent: Where we rely on your consent for specific processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Security of your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to personnel and service providers who need it for the purposes described in this Privacy Policy and ensuring they are subject to confidentiality obligations.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. 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 information.
