Man with Van New Eltham Privacy Policy
This Privacy Policy explains how Man with Van New Eltham collects, uses, stores and shares personal data relating to its customers and prospective customers in the New Eltham area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van New Eltham customers and to any individual who contacts us to request a quote, make a booking, or otherwise interact with our services in the New Eltham area, whether by phone, online enquiry forms, written correspondence or in person.
Who we are and scope of this policy
Man with Van New Eltham is a local transport and moving service provider. For the purposes of data protection law, Man with Van New Eltham is the controller of the personal data described in this policy because we decide how and why your data is processed.
This policy covers personal data relating to individual customers, prospective customers, and any other individuals who interact with us in connection with our services. It does not apply to information that cannot be used to identify you.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. The personal data we may collect includes:
Identification and contact details such as your name, address, service address or collection and delivery locations, and contact details including your preferred contact method.
Booking and service information such as dates and times of your booking, details of the items to be moved or transported, access details, special instructions, and your communications with us about a booking or proposed work.
Payment and transaction information such as amounts charged, payment method type, and basic billing information required to process your payment. We do not store full payment card details; where card payments are used, these are processed by a third-party payment processor.
Communications and correspondence such as enquiries, complaints, feedback, and any other information you choose to provide when contacting us by phone, in writing, or through online enquiry forms.
Technical and usage information such as basic information generated when you visit our online pages or send us an enquiry online, including date and time of contact and technical identifiers. We do not seek to identify you from this information unless necessary for security, fraud prevention, or to respond to your enquiry.
How we collect your personal data
We collect personal data directly from you when you contact us to request information or a quote, when you make a booking, or when you communicate with us before, during, or after a job.
We may also receive limited personal data about you from third parties where this is necessary to perform a service you have requested, for example when an intermediary makes a booking on your behalf, or when a business partner passes us your details with your permission so that we can contact you.
Lawful bases for processing
We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:
Contractual necessity: We use your personal data to provide our services, including to give quotes, set up and manage bookings, carry out moves and transport services, communicate with you about your booking, and handle payment and billing. This processing is necessary to enter into and perform our contract with you or to take steps at your request before entering into a contract.
Legal obligations: We may use and retain your personal data where required to comply with legal and regulatory obligations, including tax, accounting, and record-keeping requirements, as well as obligations relating to insurance, health and safety, and responding to lawful requests from public authorities.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests or the legitimate interests of a third party, and where your rights and freedoms are not overridden. These legitimate interests include managing and improving our services, keeping appropriate business records, preventing fraud or abuse, ensuring the security of our systems and vehicles, and handling complaints or disputes.
Consent: In limited circumstances, we may rely on your consent, for example if we wish to send you certain types of marketing communications that require consent. Where we rely on consent, you have the right to withdraw your consent at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes, accept bookings, and deliver our man and van services in the New Eltham area.
To plan routes, allocate vehicles and staff, and carry out the collection and delivery of items.
To communicate with you about your booking, including confirming details, arranging access, and notifying you about any changes or delays.
To process payments, manage invoices, and maintain financial records.
To respond to your enquiries, feedback, and complaints and to resolve any disputes.
To keep internal records for business management, service improvement, training, and quality assurance.
To comply with legal and regulatory requirements and to exercise or defend legal claims.
Sharing your personal data and processors
We may share your personal data with third parties where this is necessary to provide our services, comply with the law, or protect our rights. These third parties may include:
Service providers who act as data processors on our behalf, such as payment processing providers, providers of booking or scheduling systems, IT and cloud service providers, and document storage or archiving services. These processors are only permitted to use your personal data as instructed by us and are required to keep it secure.
Professional advisers such as accountants, auditors, insurers, and legal advisers where this is necessary for the services they provide to us.
Public authorities, regulators, law enforcement, or courts where we are required to do so by law or where sharing is necessary to protect our rights or the rights of others.
In general, we do not transfer your personal data outside the United Kingdom or the European Economic Area. If we ever need to do so, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law.
Data retention and storage
We keep your personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy and to satisfy any legal, accounting, or reporting requirements.
Booking and service records, including your contact details and details of the work carried out, are generally retained for a period that allows us to handle any questions, complaints, or claims that may arise and to comply with tax and accounting obligations. After this period, data will be securely deleted or anonymised.
Where we rely on your consent for specific uses of your data, we will keep that data until you withdraw your consent or until it is no longer needed for the purpose for which it was collected, whichever occurs first.
We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
Your data protection rights
Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Man with Van New Eltham customers and individuals in the New Eltham area whose data we process, subject to certain limitations and exemptions in the law. Your rights include:
Right of access: You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data, together with certain information about how we use it.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other lawful basis for processing applies.
Right to restriction of processing: You may ask us to restrict the use of your personal data in certain situations, such as when you contest the accuracy of the data or object to our processing and we are considering your request.
Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. If you object, we will stop processing your personal data unless we can demonstrate compelling legitimate grounds to continue.
Right to data portability: Where our processing is based on your 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 request that we transfer it to another controller where technically feasible.
You also have the right to withdraw your consent at any time where we rely on consent to process your data. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
Complaints and further information
If you have any concerns about how Man with Van New Eltham handles your personal data, you are encouraged to contact us using your usual communication method so that we can address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your data protection rights have been infringed.
We may update this Privacy Policy from time to time to reflect changes in the law, our practices, or our services. Any updated version will apply to all ongoing and new interactions with Man with Van New Eltham customers in the New Eltham area from the date it is made available.
