Privacy Policy
Man with Van Mottingham Privacy Policy
This Privacy Policy explains how Man with Van Mottingham collects, uses, stores and protects personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. It applies to all Man with Van Mottingham customers and prospective customers in the Mottingham area and surrounding locations who contact us, request a quotation, make a booking, or otherwise use our services.
By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. We may update this Privacy Policy from time to time and will apply any changes to data from the date of publication.
Who we are and scope of this policy
Man with Van Mottingham is a removals and transport service operating in the Mottingham area. For the purposes of data protection law, we act as the data controller in relation to the personal data that we collect and process about our customers, prospective customers and other individuals in connection with our services.
This Privacy Policy covers personal data processed through our quotations, bookings, customer service interactions, website contact forms, and any other communication channels we use to provide our services.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and the services you request. The personal data we may collect includes:
Identification and contact details such as name, postal address, service addresses, and any other contact information you choose to provide in communications.
Booking and service information such as dates and times of moves or deliveries, pick-up and drop-off locations, access details you choose to share, and details of items to be moved necessary for planning and carrying out our services.
Communication records such as information you provide when you contact us by phone, through online forms, or by other means, including queries, requests, feedback and complaints.
Payment-related information such as records of payments made and any associated reference information. We do not store full card details when payments are processed through secure third-party payment processors.
Technical and usage information where relevant, such as basic information about how you access and use our website or online forms, which may include IP address, device and browser details and the pages you visit.
We will only collect the minimum personal data necessary to provide our services, respond to your enquiries and fulfil our legal obligations.
How we collect personal data
We collect personal data directly from you when you contact us to request a quotation, make a booking or ask a question, when you complete a form on our website, when you communicate with us by phone or other communication channels, and when you provide information to our drivers or team members in connection with a service.
We may also receive personal data indirectly when another person books our services on your behalf or shares your details so that we can provide services to you, or from third-party service providers we use to take payments or provide communication tools.
Lawful bases for processing your data
We will only process your personal data where we have a lawful basis to do so under data protection law. The lawful bases we rely upon are:
Contract: To take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotations, accepting bookings, delivering removal or transport services, and communicating with you about your booking.
Legitimate interests: To pursue our legitimate business interests, provided your rights and freedoms do not override these interests. This includes managing and improving our services, handling queries and complaints, maintaining business records, and protecting our business, staff and customers.
Legal obligation: To comply with legal and regulatory obligations, such as maintaining certain records for tax, insurance or audit purposes and responding to lawful requests from public authorities.
Consent: In limited circumstances, where we rely on your consent to process your personal data, for example for certain types of direct marketing, we will request your clear and specific consent and 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, manage and complete removal and transport services you have requested or that have been arranged on your behalf.
To provide quotations and respond to enquiries about our services and availability.
To communicate with you regarding bookings, timings, access details and any changes or issues that arise.
To administer payments, invoicing, receipts and refunds.
To manage our business operations, including record keeping, internal reporting and service improvement.
To handle queries, feedback or complaints and to resolve disputes.
To comply with legal requirements, for example tax and accounting obligations, insurance requirements and health and safety obligations.
To protect our rights, property and safety and that of our staff, customers and the public, including fraud prevention and security.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy. These third parties may act as data processors on our behalf or as independent controllers, depending on the circumstances.
Third parties we may share data with include:
Service providers who support our operations, such as payment processors, IT and communication service providers, and cloud-based tools we use to manage bookings, customer communication and data storage.
Professional advisers such as accountants, insurers and legal advisers where this is necessary for business administration, insurance cover, legal compliance or the establishment, exercise or defence of legal claims.
Public authorities and law enforcement where we are required or permitted by law to share data in order to comply with a legal obligation or protect our rights or the rights of others.
Where we use third-party processors, we ensure appropriate contracts and safeguards are in place requiring them to process personal data only on our instructions, to keep it secure, and to comply with data protection law.
Data retention
We retain personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to provide our services, to meet legal, accounting or reporting requirements, and to resolve any disputes.
In general, we may retain basic booking and invoicing information for a number of years after your last interaction with us, in line with tax and accounting requirements. Operational records such as quotations, communication records and service details may also be retained for a period that allows us to respond to queries, complaints or legal claims.
When personal data is no longer needed, we will take steps to securely delete or anonymise it so that you can no longer be identified from it.
International data transfers
If we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that any transfer of personal data is carried out in compliance with data protection law. This may include using countries that have been recognised as providing an adequate level of data protection or entering into contracts that contain appropriate safeguards for your data.
Data security
We take appropriate technical and organisational measures to protect the personal data we hold against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need to know it for business purposes, using secure systems and applying safeguards to our devices and storage systems.
While we take reasonable steps to protect your personal data, no system can be completely secure. You are also responsible for taking appropriate steps to protect your own information when communicating with us.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request deletion of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purposes for which it was collected.
Object to the processing of your personal data where we are relying on legitimate interests and you believe your rights and interests outweigh our own.
Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection.
Request the transfer of your personal data to you or to a third party in a structured, commonly used and machine-readable format where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns you may have.
Contact and further information
If you have any questions about this Privacy Policy, about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our website or through the communication channels you used to book our services.
This Privacy Policy applies to all Man with Van Mottingham customers and prospective customers in the Mottingham area and will be reviewed periodically to ensure it remains accurate and up to date.
