Privacy Policy
Man and a Van Dulwich Privacy Policy
This Privacy Policy explains how Man and a Van Dulwich collects, uses, stores and protects the personal data of its customers and prospective customers. It applies to all Man and a Van Dulwich customers and enquiries within our service area and is intended to comply with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
By contacting Man and a Van Dulwich, requesting a quote, booking a service, or otherwise providing your personal information, you acknowledge that you have read and understood this Privacy Policy.
Who we are and scope of this policy
Man and a Van Dulwich is a local removal and transport service. For the purposes of data protection law, Man and a Van Dulwich is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
This Privacy Policy applies to all individuals who contact us, request a quotation, book or receive services from us, or interact with us as a residential or business customer in our operating area.
Types of data we collect
We collect and process only the personal data that is necessary for us to provide our services and to operate our business. The types of data we may collect include:
Identification and contact details. This may include your name, address, service address, delivery address, and general location information relevant to the requested service.
Booking and service information. This may include details of the services you request, property access details relevant to carrying out the service, dates and times of bookings, and records of completed jobs.
Communication records. This may include the content of your messages to us, notes of telephone conversations, and any feedback or complaints you submit.
Payment and transaction data. This may include records of payments made to us, payment method used, invoice details and transaction history. We do not store full payment card details; where applicable these are processed by secure third party payment processors.
Technical and usage information. When you visit our website or interact with our digital channels, limited technical information may be collected, such as your device type, approximate location, and basic usage data necessary to operate and secure our website.
Lawful basis for processing your data
We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the circumstances, this may include:
Contract. We process your data where it is necessary to enter into a contract with you or to perform a contract for removal or transport services. For example, we need your contact and address details to provide you with a quote and to complete your booking.
Legal obligation. We may process your data where it is necessary for compliance with legal or regulatory obligations, such as tax, accounting, or record keeping requirements.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include managing our relationship with customers, improving our services, preventing fraud, and ensuring the security of our operations.
Consent. In limited situations, we may rely on your consent, for example for certain types of marketing communications or where consent is required by law. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To respond to your enquiries and provide quotations for our services.
To manage bookings, schedule jobs, and deliver the removal or transport services you have requested.
To communicate with you about your booking, including confirmations, changes, and updates.
To manage payments, issue invoices, and maintain financial records.
To handle feedback, requests, and complaints, and to provide customer support.
To manage our business operations, including planning routes, allocating staff and vehicles, and improving service delivery.
To comply with legal obligations and to establish or defend legal claims where necessary.
To protect the security of our systems, property, staff, and customers.
Data retention and storage
We retain your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, and in accordance with applicable legal and regulatory requirements.
In general, we apply the following retention approach:
Enquiries and quotes without a completed booking may be retained for a limited period to respond to follow up queries and manage our records.
Customer and booking records for services we have provided are retained for a period that allows us to meet our contractual obligations, respond to questions about past services, and comply with tax and accounting requirements.
Financial records and transaction data are retained for the duration required by law for accounting and tax purposes.
Where we rely on consent for specific uses of your data, we will retain that data until you withdraw your consent or until it is no longer needed for the stated purpose, whichever occurs first.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to any individual.
Data processors and third parties
In order to operate our business and provide our services, we may share your personal data with carefully selected third parties who act as data processors on our behalf. These may include:
Payment processing providers who handle secure processing of card or electronic payments.
IT and system service providers who support our website, booking systems, communication tools, and data storage.
Professional advisers such as accountants, where necessary for compliance and business management.
These processors are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate security measures and to maintain the confidentiality of your information.
We may also disclose personal data where required to do so by law, or where it is necessary to establish, exercise or defend legal claims. We do not sell your personal data to third parties.
International data transfers
Where any of our service providers or systems are located outside the United Kingdom, or store data in another country, we will take steps to ensure that your personal data is afforded a level of protection that is essentially equivalent to that provided under UK data protection law. This may include using standard contractual clauses or relying on other lawful safeguards recognised under the UK GDPR.
How we protect your data
We take the security of your personal data seriously and implement technical and organisational measures designed to protect it against unauthorised access, loss, misuse or alteration.
These measures include limiting access to personal data to those staff and processors who need it for their role, using secure systems for storing and transmitting data, and maintaining appropriate policies and procedures for data handling.
While we take reasonable steps to protect your personal data, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and the relevant supervisory authority where required by law.
Your data protection rights
Under the UK GDPR and related data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Dulwich customers in our service area, subject to applicable legal limitations and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is 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 while we are verifying its accuracy or considering an objection you have raised.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability. Where our processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.
Right to withdraw consent. Where we rely on your consent to process your data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the Information Commissioners Office or your local supervisory authority if you believe that your data protection rights have been infringed.
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 applicable laws and regulations. Any changes will be effective from the date of publication of the revised policy.
We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data at Man and a Van Dulwich.
