Privacy Policy
Man with Van Mitcham Privacy Policy
This Privacy Policy explains how Man with Van Mitcham collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Mitcham customers and enquiries within our operating area, regardless of how you contact us.
Who We Are
Man with Van Mitcham provides transport, removal and related services to customers in the Mitcham area and surrounding locations. In relation to the personal data described in this Privacy Policy, Man with Van Mitcham acts as the data controller. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We collect and process different types of personal data in connection with our services. The categories of data we may collect include:
Identification data such as your name and title.
Contact data such as your address, service location addresses, and other contact details you choose to provide.
Service details such as requested dates and times for moves, details of the items to be moved, access information for properties, and any specific instructions you provide for the service.
Booking and transaction data such as quotes requested, bookings confirmed, amounts charged, payment status and related accounting information. Payment card details are not stored by us if you use a third-party payment provider.
Communication data such as information you provide when you contact us by phone, through forms, or via other communication channels, including details of enquiries, feedback, and any complaints.
Technical and usage data if you use our online services, which may include basic device and usage information such as the date and time of access and the pages or forms you interact with, where this is necessary for providing and securing the service.
How We Collect Your Data
We may collect personal data directly from you when you request a quote, make a booking, contact us with a question, provide feedback, or otherwise communicate with us. We may also receive information indirectly where another person arranges a service on your behalf and provides your details as the contact or service address.
Where you provide personal data about another individual, you are responsible for ensuring that they are aware of this Privacy Policy and that you have a lawful basis for sharing their information with us.
Purposes and Lawful Bases for Processing
We only process your personal data where we have a lawful basis to do so. Depending on the context, we may rely on the following lawful bases under the UK GDPR:
Performance of a contract. We process personal data to provide our services to you or to take steps at your request before entering into a contract. This includes arranging quotes, confirming bookings, carrying out moves, communicating about your booking, and handling payments.
Legitimate interests. We may process your data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, responding to general enquiries, keeping records of past work for reference and scheduling, preventing fraud, and ensuring the security of our operations.
Legal obligations. In some cases, we process your personal data to comply with legal obligations, such as maintaining records for tax, accounting, and other regulatory purposes, or responding to lawful requests from public authorities.
Consent. Where required by law, for example for certain types of marketing communications, we will rely on your consent. Where we rely on consent, you may withdraw it at any time, although this will not affect the lawfulness of any processing carried out before you withdrew your consent.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotes, estimates and information about our services when you request them.
To confirm, manage and deliver your booking, including planning routes, scheduling staff and vehicles, and carrying out the physical move or transport.
To communicate with you about your enquiry or booking, including service updates, changes, reminders, and follow-up messages relating to the service provided.
To manage payments, invoicing, and accounting, including sending receipts and maintaining financial records.
To respond to questions, feedback or complaints and to improve the quality of our services based on your comments.
To maintain internal records of work completed, for operational management, scheduling and reference.
To comply with legal and regulatory obligations and to cooperate with law enforcement or regulatory authorities where required.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements. The length of time we keep your data will depend on factors such as the type of data, the nature of our relationship with you, and our legal obligations.
Information relating to quotes and bookings, including contact details and service information, is generally retained for a period that allows us to manage ongoing obligations, consider any potential disputes, and meet tax and accounting requirements. After the applicable retention period has ended, we will either delete or anonymise your personal data in a secure manner.
Data Processors and Third Parties
In order to provide our services and operate our business, we may use third-party service providers who act as data processors on our behalf. These may include providers of booking or scheduling tools, payment processing services, cloud storage or document management services, and providers of accounting or business support systems.
Where we engage a processor, we require them to process your personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell your personal data to third parties.
We may also share personal data with other third parties in limited circumstances, for example where required by law, in connection with legal claims or proceedings, or where it is necessary to protect our rights, property or safety or that of others.
International Data Transfers
We aim to keep your personal data within the United Kingdom or the European Economic Area where possible. If we use processors or service providers that are located outside these areas or that store data in other countries, we will take appropriate steps to ensure that your personal data is protected, such as by relying on adequacy regulations or entering into data protection agreements that incorporate recognised safeguards.
Security of Your Personal Data
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 limiting access to personal data to those who have a genuine business need to access it and ensuring that individuals handling personal data are subject to confidentiality obligations.
While we take reasonable steps to secure your data, no method of transmission or storage is completely secure. You should take care when providing information and ensure that any communication channels you use are appropriately protected.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Mitcham customers and individuals in our service area, subject to certain conditions and legal limitations. They include:
Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of that data.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may ask us to delete your personal data. This is not an absolute right and may not apply where we have a legal obligation or compelling legitimate interest to continue processing the data.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or our reasons for processing it.
Right to data portability. You may have the right to receive certain personal data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller, where this is technically feasible.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing the data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our website or through the channels you used to book our services. We may need to verify your identity before fulfilling certain requests, to protect your information and the rights of others.
You also have the right to lodge a complaint with the UK data protection authority if you are concerned about how we have handled your personal data. You are encouraged to contact us first so that we can try to resolve your concerns directly.
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 updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
