Man with Van Newington Privacy Policy
This Privacy Policy explains how Man with Van Newington collects, uses, stores, shares, and protects personal data about its customers and prospective customers. It applies to all Man with Van Newington customers and service users in the Newington area and surrounding locations where our services are offered.
Man with Van Newington is committed to protecting your privacy and handling your personal data in a transparent and lawful manner, in line with the General Data Protection Regulation and applicable data protection laws.
Scope and Data Controller
This Privacy Policy applies when you contact us, request a quote, book a service, communicate with us, or otherwise interact with Man with Van Newington as a private or business customer in the Newington area.
For the purposes of data protection law, Man with Van Newington is the data controller. This means we decide how and why your personal data is processed when you use our man and van or related services.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you engage with our services:
Identification and contact details: name, address, collection and delivery addresses, area or postcode, and other contact information such as your preferred method of contact.
Booking and service details: date and time of your booking, type of service required, details of items to be moved, access information for properties, and any instructions you provide.
Communication records: information you provide when you contact us by phone or in writing, including enquiries, complaints, and feedback.
Payment and transaction data: payment-related information processed through our chosen payment methods, payment status, invoices, and records of services provided. We do not store full payment card details if card payments are used via a secure payment provider.
Technical and usage data: limited technical information that may be collected when you visit our website or use online forms, such as your IP address, device type, and basic usage information, to ensure security and performance of our online services.
We only collect data that is necessary for the purposes described in this Privacy Policy and we aim to keep it accurate and up to date.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under the GDPR. Depending on the context, this may include:
Contract: to take steps at your request before entering into a contract and to perform our contract with you, for example, to provide quotations, confirm bookings, deliver removal or transport services, process payments, and manage your account.
Legitimate interests: to pursue our legitimate business interests in a way that does not unduly impact your rights and freedoms. This may include managing our day-to-day operations, improving our services, preventing fraud, keeping records, and responding to enquiries.
Legal obligations: to comply with legal and regulatory requirements, for example, record-keeping, tax requirements, and responding to lawful requests from authorities when necessary.
Consent: where required by law, for example for certain types of marketing communications, we will rely on your explicit consent. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services: including creating quotations, confirming bookings, planning routes, performing moves, and handling follow-up queries.
To communicate with you: responding to enquiries, sending booking confirmations and updates, and contacting you about changes to your booking or to our terms and policies.
To manage payments and accounts: issuing invoices, processing payments, and maintaining financial records for our services.
To improve our services: analysing feedback, monitoring service quality, and enhancing operational efficiency and customer experience.
To ensure safety, security, and legal compliance: maintaining appropriate records, protecting our business and customers from fraud or misuse, and fulfilling our legal obligations.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The specific retention period will vary depending on the type of data and the reasons for processing it. In general, we keep service and booking records and associated contact details for a period that allows us to handle queries, disputes, and legal requirements following the completion of your service. Financial and invoice records may be retained for longer to meet legal and tax obligations.
When data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data Processors and Sharing of Personal Data
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf to support the delivery of our services. These may include:
IT and hosting providers who support our systems and website.
Payment processing providers who handle card or electronic payments on our behalf in a secure manner.
Professional advisers such as accountants and, where necessary, legal advisers, for business management and legal compliance purposes.
In some cases, we may also share information with insurance providers or regulatory bodies where required by law or where necessary to protect our rights, customers, or others, for example in the case of a dispute, claim, or suspected fraud.
All processors acting on our behalf are required to process your data only in accordance with our instructions, to maintain appropriate security measures, and to treat your data as confidential.
International Transfers
Our primary processing activities are intended to take place within the United Kingdom or the European Economic Area. If we need to transfer personal data outside of these jurisdictions, we will ensure that appropriate safeguards are in place in accordance with data protection laws, such as using standard contractual clauses or equivalent protective measures, so that your data remains protected.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access to systems, secure storage of records, appropriate disposal of paper and electronic files, and staff awareness of privacy obligations.
However, no method of transmission or storage is completely secure, and you should take care when sharing information with us, especially over open networks.
Your Data Protection Rights
Under the GDPR, you have certain rights in relation to your personal data, subject to applicable legal limitations. These rights include:
Right of access: the right to request confirmation of whether we process your personal data and to receive a copy of the data we hold about you.
Right to rectification: the right to ask us to correct or update inaccurate or incomplete personal data.
Right to erasure: the right to request that we delete your personal data where there is no longer a legal basis for us to keep it, for example where it is no longer needed for the original purpose and there is no overriding legitimate interest or legal requirement to retain it.
Right to restriction of processing: the right to request that we limit the processing of your personal data in certain circumstances.
Right to data portability: the right, in some cases, to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to have that data transmitted to another controller where technically feasible.
Right to object: the right to object to processing based on our legitimate interests, including direct marketing, where applicable. We will stop processing unless we have compelling legitimate grounds or we need to continue processing for legal reasons.
Where we rely on your consent as our lawful basis, you can withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising 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 provided on our website or in your service documentation.
You also have the right to lodge a complaint with your local data protection authority if you believe that your rights have been infringed. We would, however, appreciate the chance to deal with your concerns first and will aim to resolve any issues promptly and fairly.
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 changes will be posted in the updated version of this Privacy Policy with a revised effective date.
We encourage you to review this Privacy Policy periodically so that you remain informed about how Man with Van Newington protects your personal data and your rights.
