Privacy Policy
Man with Van West Heath Privacy Policy
This Privacy Policy explains how Man with Van West Heath collects, uses, stores and shares personal data of its customers and prospective customers in the West Heath area. It also sets out your rights under applicable data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van West Heath customers and service enquiries in the area, whether you contact us online, by phone, or in person.
Who We Are
Man with Van West Heath is a local transport and removal service operating in and around the West Heath area. In this Privacy Policy, references to we, us or our refer to the data controller responsible for determining how and why your personal data is processed in relation to our services.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, or use our services:
Identification and contact details such as your name, address, property access details that you choose to provide, and other relevant location details for collection and delivery.
Booking and service information such as requested dates and times, collection and drop-off addresses, details about items to be moved, any special instructions, and notes relating to the performance of the service.
Communication records such as information you provide by phone, in messages or via forms, including queries, feedback, complaints, and any correspondence about your booking.
Payment-related information such as payment confirmations and transaction details. We do not store full payment card details; these are processed by external payment providers in accordance with their own security standards.
Technical and usage information where applicable, such as basic information about how you interact with our online content or adverts, including date and time of contact, and method of reaching us.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes and estimates for our services, including assessing your requirements and communicating prices and availability.
To manage bookings and deliver our services, including planning routes, scheduling drivers, carrying out collections and deliveries, and keeping you informed about the progress of your booking.
To communicate with you, including responding to your enquiries, sending service confirmations, updates or changes, and handling feedback or complaints.
To manage payments, including issuing invoices, processing or confirming payments via third party payment providers, and managing refunds where applicable.
To manage our business operations, including accounting, record keeping, and internal reporting, as well as monitoring service quality and improving our services.
To comply with legal obligations, including maintaining records for tax, accounting, and regulatory purposes, and responding to lawful requests from authorities.
Lawful Bases for Processing
We rely on one or more of the following lawful bases to process your personal data:
Contract: Processing is necessary to enter into and perform a contract with you, such as when you request a quote, make a booking, or use our services.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing our operations, improving services, maintaining security, and defending legal claims.
Legal obligation: We may process your data where necessary to comply with legal obligations, including record keeping, tax, and regulatory requirements.
Consent: In limited situations, we may rely on your consent, for example if we send certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to meet legal, accounting or reporting requirements.
Service and booking records are generally retained for a period appropriate to limitation periods for legal claims, and to meet tax and accounting obligations.
Communication records and enquiry details may be kept for a period that enables us to respond to queries, manage disputes, and improve our services.
Where we no longer need your personal data and are not required by law to keep it, we will securely delete or anonymise it.
Data Sharing and Processors
We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy, always ensuring that appropriate safeguards are in place.
Service providers and processors: We may use carefully selected third parties to help us operate our business, including payment processing services, accounting or bookkeeping services, transport or logistics support, and providers of electronic storage or communication tools. These providers act as processors and are only permitted to process your personal data in accordance with our instructions and for specified purposes.
Professional advisers: We may share data with professional advisers such as accountants, insurers or legal representatives where necessary to obtain advice, manage risks, or handle legal claims.
Authorities and legal disclosure: We may disclose personal data to law enforcement, regulatory bodies or other authorities where required by law or where necessary to protect our rights, property, or the safety of our staff, customers, or the public.
We do not sell your personal data and we do not allow third parties to use your data for their own independent marketing purposes without your explicit consent.
International Transfers
Our aim is to store and process your personal data within the United Kingdom or the European Economic Area wherever possible. If we or our service providers transfer personal data outside these regions, we will ensure that appropriate safeguards are in place so that your data is protected to a standard that is essentially equivalent to that required under UK data protection law.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to records, secure storage, and appropriate technical controls. While we take reasonable steps to protect your personal data, no system or transmission can be guaranteed as completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data processed by Man with Van West Heath. These rights are subject to certain conditions and legal exemptions.
Right of access: You can request information about whether we hold personal data about you and ask for a copy of that data.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data. This right does not apply where we need to retain data to comply with legal obligations or to establish, exercise, or defend legal claims.
Right to restriction: You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or handle an objection.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for certain direct marketing activities.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used format and to request that we transmit it to another organisation where technically feasible.
Right to withdraw consent: Where we rely on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your rights or have any questions about how we handle your personal data, you can contact us using the details provided on our usual contact channels. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with a data protection supervisory authority if you are dissatisfied with how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office. We encourage you to contact us first so we can try to resolve any 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 updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
This Privacy Policy applies to all Man with Van West Heath customers and service users in the West Heath area who engage with us for transport and removal services.
