Privacy Policy
Man with Van Stamford Hill Privacy Policy
This Privacy Policy explains how Man with Van Stamford Hill collects, uses, stores and protects personal data relating to customers and prospective customers in Stamford Hill and the surrounding area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Stamford Hill customers, potential customers, and website users located in Stamford Hill and the wider local area who interact with us, request a quotation, make a booking, or otherwise use our services.
Data controller
For the purposes of data protection law, Man with Van Stamford Hill is the data controller for personal data processed in connection with our services. This means we decide how and why your personal data is used and are responsible for ensuring that this use complies with applicable law.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and any additional access instructions you choose to provide.
Communication details, such as email address, communication preferences, and the content of messages or enquiries you send to us.
Booking and service information, such as service type, dates and times of moves, vehicle and staffing requirements, inventory or item descriptions when needed for a quotation, and information about properties relevant to access and logistics.
Payment and transaction details, such as records of payments, invoices and billing history. We do not store full payment card information when you pay using third party payment providers.
Technical and usage data, such as your IP address, basic device and browser information, and how you use our website. This may be collected through cookies or similar technologies where permitted by law and, where required, with your consent.
Feedback and review information, such as comments, ratings, testimonials or complaints you provide about our services.
How we collect personal data
We may collect personal data directly from you when you contact us by phone, through our website, by message, or in person, for example when you request a quotation, confirm a booking, or provide feedback.
We may also collect data indirectly from third parties, for example from comparison or marketplace platforms where you have requested a quotation for man and van services and chosen to share your details with us, or from payment providers that confirm payment status.
Lawful bases for processing
We rely on a number of lawful bases under data protection law to process your personal data, depending on the specific purpose:
Performance of a contract: We use your personal data to provide our services, including responding to enquiries, preparing quotations, confirming bookings, carrying out moves, managing payments, and communicating with you about your booking. Without this information, we may not be able to provide the requested services.
Compliance with legal obligations: We process certain information to meet legal and regulatory requirements, such as record keeping for tax purposes and responding to requests from competent authorities where we are legally required to do so.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and interests. This includes managing our relationship with you, improving our services, preventing fraud or misuse, securing our systems, and handling queries, complaints or disputes.
Consent: In some cases, we may rely on your consent, for example for certain forms of direct marketing or for the use of optional cookies on our website. Where we rely on consent, you can withdraw it at any time by contacting us or by using any unsubscribe or preference management options we provide.
Purposes for which we use personal data
We may use your personal data for the following purposes:
To provide and manage our man and van services, including quotations, bookings, logistics planning, and service delivery.
To communicate with you about your enquiries, bookings, changes to services, and after-service follow up.
To manage payments, invoicing, refunds and debt recovery where necessary.
To manage our relationship with you, including handling feedback, reviews, claims and complaints.
To operate, maintain and improve our website, services and customer experience.
To conduct basic analytics and reporting on service usage and performance, in a way that respects your privacy.
To comply with legal, regulatory and accounting obligations and to establish, exercise or defend legal claims.
Data retention
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory requirements.
In general, we keep customer and booking records for a period that allows us to manage our business operations, handle any queries or disputes, and comply with tax and accounting obligations. After this period, data will be securely deleted, anonymised or archived where retention is required by law.
The exact retention period may vary depending on the category of data and the circumstances. When determining how long to keep data, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing, and applicable legal requirements.
Data processors and third parties
We may share your personal data with trusted third parties who act as data processors and provide services to us under our instructions. These may include:
IT and hosting providers that support our website, booking systems, communication tools and data storage.
Payment service providers that process payments and help prevent fraud.
Providers of business support services such as accounting, administrative support and professional advisers.
Where we use processors, we ensure that they are subject to contractual obligations to process personal data only on our instructions, to protect it appropriately and to comply with data protection law.
We may also need to share your personal data with other third parties where required by law, to protect our rights or the rights of others, or in connection with business transactions such as a sale or restructuring of our business. In all cases we will only share the minimum necessary information and will ensure that appropriate safeguards are in place.
International data transfers
Our services are primarily provided within the United Kingdom. If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using countries that have been recognised as providing an adequate level of data protection or implementing standard contractual clauses approved by relevant authorities.
Security of your data
We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. While no system is completely secure, we work to ensure that access to your data is limited to those who need to know it and that they are subject to confidentiality obligations.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. Your rights include:
Right of access: You can request confirmation of whether we process your personal data and, if so, obtain a copy of that data together with information about how it is used.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can ask us to 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 there is no other legal basis for processing.
Right to restriction: You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used and machine readable format and that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.
Children's data
Our services are intended for adults and are not targeted at children. We do not knowingly collect personal data relating to children in connection with our man and van services. If you believe that a child has provided us with personal data, you should contact us so that we can assess and, where appropriate, remove that information.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data handling practices, or legal requirements. When we make significant changes, we will take reasonable steps to inform you. The latest version of this Privacy Policy will always apply to the personal data we hold about you.
Contacting us about privacy
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using our usual customer contact channels. We will respond to your request as soon as reasonably possible and within the time limits set by data protection law.
