Privacy Policy
Man with Van Clerkenwell Privacy Policy
This Privacy Policy explains how Man with Van Clerkenwell collects, uses, stores, and protects personal data. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Man with Van Clerkenwell customers located in the Clerkenwell area and anyone who contacts or interacts with our services.
Who We Are
Man with Van Clerkenwell provides local removal and transportation services in the Clerkenwell area. In relation to the personal data we collect, we act as a data controller and are responsible for determining how and why your personal data is processed in connection with our services.
Personal Data We Collect
We collect and process different categories of personal data in order to provide our services and operate our business. The types of data we may collect include:
Identity and contact details such as your name, address, collection and delivery addresses, and preferred contact details.
Service details such as information about the type of move or transport you require, access details at collection and delivery locations, dates and times of bookings, and any special instructions relevant to the service.
Communications data such as information you provide when you contact us by phone, through online forms, or by other communication methods, including enquiries, complaints, and feedback.
Payment and transaction data such as records of payments made for our services, payment method information to the extent necessary for processing, and invoices or receipts issued to you. We do not store full payment card details if processed through a secure third party payment provider.
How We Collect Your Data
We usually collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us about a service. We may also receive personal data about you from third parties where you have authorised them to share information with us, for example, when an agent or another person books our services on your behalf.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection laws. The main lawful bases we rely on are:
Contract. We process your personal data to enter into and perform a contract for removal or transportation services, including handling bookings, providing quotations, carrying out the agreed services, issuing invoices, and dealing with any changes or issues.
Legal obligation. We may process your data where necessary to comply with legal and regulatory requirements, including record keeping, tax, accounting, and responding to lawful requests from public authorities.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and these interests are not overridden by your data protection rights. This includes managing and improving our services, preventing fraud, handling queries and complaints, and keeping basic records of past services for reference.
Consent. In limited cases, we may seek your consent to process your data for a specific purpose. Where we rely on consent, you can withdraw it at any time by contacting us. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including arranging and carrying out moves or transport, coordinating with you on dates, times, and access, and dealing with unexpected issues.
To respond to enquiries, provide quotations, and give you information about our services when you ask for it.
To manage billing and payments, including issuing invoices, processing payments through secure payment providers, and maintaining financial records.
To manage our relationship with you, including handling feedback, queries, and complaints, and contacting you about changes to your bookings or our terms.
To operate, manage, and improve our business processes, including internal administration, record keeping, and service planning.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary to provide our services or run our business. These third parties may act as data processors on our behalf, and are required to process your data only in accordance with our instructions and applicable data protection laws.
Categories of recipients may include:
Payment service providers that process your payments securely on our behalf.
Technology and hosting providers that supply systems used for managing bookings, storing records, and communication tools.
Professional advisers such as accountants or legal advisers where this is necessary for compliance and business management.
Public authorities or law enforcement agencies where we are required by law to share data or where sharing is necessary to protect our rights or the rights of others.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These may include using service providers in countries that have been recognised as providing an adequate level of data protection or implementing standard contractual clauses or equivalent protections required by data protection laws.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected or to meet legal, accounting, or reporting obligations.
In general, service-related and transaction records are kept for a period consistent with applicable limitation periods and tax or accounting rules, after which they are securely deleted or anonymised. Communications and enquiry records may be kept for a reasonable period to respond to queries, manage our relationship with you, and improve our services, then removed or anonymised when no longer needed.
The exact retention period can vary depending on the nature of the data and the context in which it was collected. We regularly review the personal data we hold and delete or anonymise it when it is no longer required.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, misuse, loss, or destruction. These measures include access controls, secure storage methods, and procedures designed to ensure that only those who need access to personal data for legitimate business purposes can access it.
While we take reasonable steps to safeguard your data, no method of transmission or storage is completely secure. You should take care when sharing personal data and ensure that any communication channels you use are appropriate for the information you provide.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These may include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain other information.
Right to rectification. You can ask us to correct inaccurate personal data or complete data that is incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
Right to restrict processing. You may request that we restrict the processing of your personal data in certain situations, such as while we consider a request to rectify or object.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, and we will consider your objection and act accordingly unless we have compelling legitimate grounds to continue processing.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may be able to receive a copy of your personal data in a commonly used format and have it transferred to another controller, where technically feasible.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data has not been handled in accordance with data protection laws.
Children
Our services are intended for adults and are not directed at children. We do not knowingly collect personal data relating to children for the purposes of our services. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that data.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we handle personal data.
