Privacy Policy
Man with Van Grange Park Privacy Policy
This Privacy Policy explains how Man with Van Grange Park collects, uses, stores and protects personal data relating to customers and prospective customers in the Grange Park area. It is intended to be compliant with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Grange Park customers in our service area, as well as individuals who make enquiries about our services.
Who we are and scope of this policy
Man with Van Grange Park provides transport and moving services to residential and business customers in and around the Grange Park area. For the purposes of data protection law, we act as the data controller when we determine how and why your personal data is processed. This Privacy Policy applies whenever you interact with us as a customer or potential customer, including when you contact us to request a quote, book a job, or communicate with us about an existing booking.
Personal data we collect
We collect and process personal data that is necessary to provide our services, manage our relationship with you, and comply with our legal obligations. The categories of personal data we may collect include:
Identification and contact details: name, address, moving addresses, and other contact information you choose to provide when you request a quote or make a booking.
Service and booking information: details of the services you request, dates and times of bookings, pick up and drop off locations, access details you provide, and any special instructions relating to your move or transport.
Payment and transaction information: information relating to your payments and billing history, such as payment status and amounts paid. We do not store full payment card details if you pay using a third party payment provider; in those cases, your card details are processed directly by that provider.
Communication records: copies or notes of communications you have with us, including enquiries, complaints, feedback, and any follow up correspondence.
Technical and usage data: if you contact us or request services through online forms or digital channels, limited technical data may be processed such as the date and time of your enquiry and basic device or browser information, to help us manage our services and security.
How and why we use your personal data
We use the personal data we collect for the following purposes:
To provide our services: to create and manage bookings, arrange and deliver moving or transport services, contact you about your booking, and handle any changes or issues that arise.
To respond to enquiries: to provide quotes, answer questions, and give information about our services when you contact us.
To manage our business relationship: to send service related communications, manage invoices and payments, keep internal records, and maintain our customer database.
To improve our services: to review feedback, understand customer needs, and plan future services and operational improvements within our local area.
To meet legal and regulatory requirements: to maintain proper business records, comply with tax, accounting and other legal obligations, and cooperate with lawful requests from public authorities where necessary.
We do not sell your personal data to third parties and we do not use your data to make automated decisions that have legal or similarly significant effects on you.
Lawful bases for processing
Under data protection law, we must have a lawful basis for processing your personal data. Depending on the specific processing activity, we rely on one or more of the following lawful bases:
Contract: where processing is necessary to enter into or perform a contract with you. This includes handling your enquiry, preparing a quote at your request, setting up and managing your booking, and providing the agreed moving or transport services.
Legal obligation: where we need to process data to comply with laws and regulations, such as maintaining financial and tax records for the required statutory periods.
Legitimate interests: where we have a legitimate interest in processing your data that is not overridden by your interests or fundamental rights and freedoms. This may include managing and improving our services, handling routine business administration, and protecting our business from fraud or misuse.
Consent: where we rely on your explicit consent for a specific purpose. If we ever rely on consent, you have the right to withdraw it at any time, and we will explain how you can do this at the time we collect your consent.
Data retention and storage
We keep personal data only for as long as it is reasonably necessary to fulfil the purposes for which we collected it, including satisfying any legal, accounting or reporting requirements. Retention periods are determined based on the type of data, the nature of our relationship with you, and the applicable legal requirements.
In general, contact and booking information may be retained for a period that allows us to respond to queries about past jobs, handle any complaints, and maintain accurate financial records. Records related to payments and invoices may be kept for longer periods where required by tax and accounting laws.
When personal data is no longer needed for these purposes, we will delete it or anonymise it so that it no longer identifies you. In some cases we may retain limited information, such as basic transaction details, for historical, statistical or legal purposes, in which case the data will be restricted to those uses only.
Data processors and third party recipients
We may use carefully selected third party service providers to help us operate our business and deliver our services. These organisations act as data processors and process personal data on our behalf, only under our instructions and for the purposes we specify. They are required to keep your data secure and to comply with data protection law.
Examples of types of processors we may use include providers of payment processing services, providers of booking or scheduling tools, and information technology or cloud service providers that host our systems or data. We may also share personal data with professional advisers such as accountants or legal advisers where this is necessary for the services they provide to us.
In addition, we may disclose personal data where this is required by law, for example to law enforcement agencies, courts or regulatory authorities, or to protect our rights, property or safety or those of our customers or others.
We aim to ensure that personal data is stored and processed within the United Kingdom or the European Economic Area. If it is ever necessary to transfer personal data to a country outside these areas, we will ensure that appropriate safeguards are in place so that your data remains protected in accordance with applicable data protection law.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those people who need it to perform their job, using secure storage methods, and taking reasonable steps to ensure that our processors also have suitable security measures in place.
While we take security seriously, no method of transmission or storage can be guaranteed to be completely secure. You should take care when sharing personal data with us and let us know as soon as possible if you suspect any misuse of your data.
Your data protection rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exemptions, but in general they include:
Right of access: you can request confirmation of whether we process your personal data and, if so, request a copy of that data along with information about how we use it.
Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: in some 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 have withdrawn consent and there is no other legal basis for processing.
Right to restriction: you can ask us to restrict the processing of your data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object: you can object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine readable format, or transfer it to another controller where technically feasible.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so we can try to resolve any concerns.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. When we make material changes, we will take reasonable steps to inform you, for example by making the updated policy available through our usual customer communication channels. The most recent version of this Privacy Policy will always apply to our processing of your personal data.
