Man With a Van Eastcote Privacy Policy

This Privacy Policy explains how Man With a Van Eastcote collects, uses, stores, and protects personal data of its customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Man With a Van Eastcote customers and enquiries in the Eastcote area and surrounding locations where our services are offered.

Who this Privacy Policy applies to

This Privacy Policy applies to individuals who contact Man With a Van Eastcote, request a quote, make a booking, receive our services, or otherwise interact with us as private individuals or as representatives of a business. By using our services or providing personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We only collect personal data that is necessary to provide our services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:

Identification and contact details such as your name, address, collection and delivery addresses, and other relevant location details you provide when making an enquiry or booking.

Communication details such as your preferred contact method and any correspondence you send to us or information you give us by phone, in writing, or in person when arranging or discussing a job.

Service details such as information about the items to be moved, property access details, parking information, and any special instructions needed to carry out the service safely and efficiently.

Booking and transaction details such as dates and times of moves, quotes, invoices, payments, and records related to your use of our services.

Technical and usage information such as basic information about how you use any online contact forms or digital channels we may provide, limited to what is necessary to respond to your enquiry and improve our services.

How we collect your personal data

We may collect personal data directly from you when you contact us to request information or a quote, make a booking or amend a booking, communicate with us by phone, in writing, or in person, or provide feedback or reviews about our services.

We may also collect personal data indirectly from third parties where you have asked someone to arrange services on your behalf, or where a business or landlord gives us your details for the purpose of arranging a move or delivery. In all cases, we only process personal data that is relevant to the service we provide.

Lawful bases for processing

Man With a Van Eastcote will only process your personal data when we have a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: We process personal data where it is necessary to provide a quote, enter into a contract with you, and fulfil our obligations under that contract, such as carrying out your move or delivery.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, such as managing our operations, maintaining records, improving our services, and handling queries or complaints, provided these interests are not overridden by your rights and interests.

Legal obligation: We may process personal data where it is necessary to comply with legal obligations, such as record keeping, tax, accounting, or responding to lawful requests from authorities.

Consent: In limited circumstances, we may rely on your consent, for example where you specifically agree to receive certain types of optional communications that are not strictly necessary for providing our services. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotes, confirm availability, and respond to enquiries about our services.

To plan, schedule, and carry out moves, deliveries, and related services, including contacting you about access, timings, and any changes to arrangements.

To manage our relationship with you, including issuing invoices, processing payments, handling queries, and dealing with feedback or complaints.

To maintain internal records, administer our business, and improve our services and customer experience.

To comply with legal and regulatory obligations and cooperate with lawful requests from authorities where required.

Data sharing and processors

We do not sell your personal data. We only share personal data where necessary and in line with data protection law. In particular, we may share personal data with trusted third parties who act as processors on our behalf, such as service providers who support our business operations and handle functions like payment processing, accountancy, record keeping, or secure data storage.

These processors are only permitted to process your personal data in accordance with our instructions and for the purposes we specify. They are required to implement appropriate security measures and to keep your personal data confidential.

We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary for the services they provide to us, and with law enforcement agencies, regulators, or other authorities where we are legally required or permitted to do so.

Data retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purpose of satisfying any legal, accounting, or reporting requirements.

In general, we retain records of moves, invoices, and related correspondence for a period that aligns with applicable limitation and tax laws. After the relevant retention periods have expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Where we rely on consent for a particular type of processing, and you withdraw your consent, we will stop that processing and, unless we have another lawful basis to retain the data, we will delete or anonymise it.

Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes and ensuring that any third party processors apply suitable security standards.

International transfers

Our services are primarily provided within the United Kingdom. Where it is necessary for us or our processors to transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as using standard contractual clauses or ensuring transfers are made to countries with adequate data protection standards.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions. Your rights include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with related information.

The right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

The 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.

The right to restrict processing: You can ask us to restrict the processing of your personal data in specific situations, for example while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims.

The right to data portability: In limited circumstances, you can request that we provide the personal data you have given us in a structured, commonly used, and machine-readable format, or ask us to transmit it to another controller where technically feasible.

The right to withdraw consent: Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

How to exercise your rights or raise concerns

If you wish to exercise any of your data protection rights or have questions about how we handle personal data, you can contact us using the details you have already been provided with when arranging services. We may need to verify your identity before responding to certain requests to protect your privacy and security. If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the relevant data protection supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. 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.

Applicability in the Eastcote area

This Privacy Policy governs the processing of personal data for all Man With a Van Eastcote customers, enquiries, and service users within the Eastcote area and any neighbouring locations where we operate. By engaging our services, you acknowledge that your personal data will be handled in line with this Privacy Policy.