Man with Van Colliers Wood Privacy Policy

This Privacy Policy explains how Man with Van Colliers Wood collects, uses, stores, and protects personal data relating to customers and potential customers in the Colliers Wood area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Colliers Wood customers and enquirers within the service area, regardless of how they contact or use our services.

Who we are and scope of this policy

Man with Van Colliers Wood provides transport and removal services to individuals and businesses in and around the Colliers Wood area. For the purposes of data protection law, we are the data controller for the personal data we collect and use in connection with our services.

This Privacy Policy covers personal data collected from customers, potential customers, website visitors, and any other individuals who interact with Man with Van Colliers Wood in relation to our services.

Personal data we collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identification and contact details, such as your name, postal address, collection and delivery addresses, and any other address details relevant to your move or transport service.

Communication details, including your preferred method of contact and the content of communications exchanged with us, such as enquiries, quotes, and service updates.

Service details, including information about the items to be moved, property access information where relevant, dates and times of services, and any special instructions you provide.

Billing and payment information, such as details required to process payments and records of payments made. We do not store full payment card details if payments are processed through third-party providers; these providers act as separate data controllers or processors as described in their own privacy information.

Technical and usage data, such as basic information about how you access and use any online pages we operate, including device type and general usage patterns. This is used mainly for service and operational purposes.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, contact us by phone or other communication channels, or otherwise interact with us about our services.

We may also receive personal data from third parties where this is necessary to provide our services, for example where an agent or another person arranges a service on your behalf, or where payment is processed through a payment service provider. In such cases, the third party is responsible for ensuring they have a lawful basis to share your personal data with us.

Lawful bases for processing your data

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract. We process personal data that is necessary to provide our services and fulfil our agreement with you, including handling enquiries, issuing quotes, arranging and performing transport or removal services, processing payments, sending service updates, and handling any requests or complaints.

Legitimate interests. We process certain personal data where this is necessary for our legitimate business interests and where your rights and interests do not override those interests. This may include managing our business operations and administration, improving our services, keeping basic records of past jobs for reference and planning, and protecting our rights in case of disputes.

Legal obligation. We process personal data where necessary to comply with legal and regulatory obligations, including record-keeping, accounting, and responding to lawful requests from authorities.

Consent. In limited circumstances, we may rely on your consent, for example where you choose to receive optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details shown in this policy or by following any opt-out instructions provided.

How we use your personal data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotes, and discuss the services you may require.

To schedule, manage, and carry out our man and van services, including planning routes, coordinating pick up and delivery, and communicating with you about timings and logistics.

To manage our relationship with you as a customer, including dealing with any feedback, questions, or complaints.

To process payments, issue invoices, and maintain appropriate financial and service records.

To improve our services and operations, for example by reviewing typical routes, service demand, or common customer issues.

To protect our business and legal interests, including for fraud prevention, security, and the establishment, exercise, or defence of legal claims.

Data sharing and processors

We do not sell your personal data. We only share your personal data where this is necessary for the purposes described in this Privacy Policy or where we are legally required to do so.

We may share personal data with the following categories of recipients:

Service providers acting as processors, who support our operations by providing services such as payment processing, accounting support, information technology support, data storage, vehicle tracking, or communication tools. These processors are only permitted to process your personal data on our instructions and must protect it appropriately.

Professional advisers, such as accountants, insurers, or legal advisers, where this is necessary for business administration, risk management, or in connection with legal claims.

Public authorities or law enforcement, where we are legally required to share data or where it is necessary to protect our rights or the rights of others.

Where any processors or service providers are based outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of providing services, fulfilling contracts, meeting legal and accounting requirements, and handling any complaints or disputes.

Generally, we retain basic customer and service records for a period that allows us to respond to future queries, maintain accurate accounting records, and comply with applicable legal obligations. After the relevant retention period has expired, or once the data is no longer needed, personal data will be securely deleted, anonymised, or otherwise removed from our systems.

Data security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who need it for legitimate business purposes and using secure methods to store and transmit information.

While we take reasonable steps to protect your data, no system can be guaranteed as completely secure. You should take care when sharing personal data with us and keep your own devices and communication methods secure.

Your data protection rights

Under data protection law, individuals have a number of rights regarding their personal data. Subject to certain conditions and exemptions, you may have the following rights:

Right of access. You can request confirmation of whether we hold personal data about you and request a copy of that data.

Right to rectification. You can ask us to correct or update personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you can request that we delete your personal data.

Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a commonly used format and to have it transmitted to another controller where technically feasible.

Right to object. You can object to processing based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds or the processing is required for legal reasons.

Rights in relation to automated decision making. We do not use your personal data to make decisions that are based solely on automated processing and that have legal or similarly significant effects on you.

If you wish to exercise any of these rights, you can contact us using the contact methods made available to you when using our services. We may need to verify your identity before responding. We aim to respond to all valid requests within one month, or within the time period required by law.

Complaints and contact

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us through the usual channels you use to arrange our services. We will do our best to address any concerns you may have.

You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom if you are concerned about how your personal data is being used. Further information about your rights and how to contact the supervisory authority can be found on the Information Commissioner's Office website.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business operations, or legal obligations. 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 personal data.