Man with Van Merton Privacy Policy
This Privacy Policy explains how Man with Van Merton collects, uses, stores and protects personal data relating to customers and prospective customers. It is intended to be clear and transparent, in line with the General Data Protection Regulation and applicable UK data protection laws.
This Privacy Policy applies to all Man with Van Merton customers and prospective customers in our service area, including anyone who contacts us, requests a quote or uses our man and van or related services.
Who we are
Man with Van Merton is a local man and van service provider offering transport, removals and related services. In the context of applicable data protection laws, we act as the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means by which your personal data is processed.
Personal data we collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identity data such as your name and, where relevant, company or organisation name and job title.
Contact data such as your billing address, collection and delivery addresses, and other address details you provide to enable the service.
Booking and service data such as dates and times of bookings, details of the items to be transported, access and parking information, special instructions, and any other information you choose to give us that is necessary to deliver the service.
Communication data such as the content of email or written correspondence, notes of telephone conversations where relevant, and any feedback or complaints you submit.
Payment and transaction data such as basic payment details processed via third party payment providers, records of payments made, invoices issued and refunds processed. We do not store full card details; these are processed securely by our payment processors.
Technical and usage data such as basic information about how you found us and interacted with our website or online content, including approximate location and device type, where this is provided by your browser or device.
How we collect your data
We collect personal data in several ways, including:
Directly from you when you contact us to request a quote, make a booking or ask a question by phone, online form or in writing.
During the provision of services when we collect or deliver items at the addresses you give us and record information necessary to complete the job.
From third parties where you have asked someone else to arrange services on your behalf, for example an employer, landlord, letting agent, or family member.
Automatically, to a limited extent, when you visit our website, where your browser or device may provide technical information such as IP address, device type and basic usage data.
Lawful bases for processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on the following lawful bases:
Contract: We process personal data to take steps at your request before entering into a contract and to perform a contract with you. This includes creating quotes, managing bookings, carrying out removals and related services, processing payments and managing your account with us.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights. This includes managing our relationship with you, responding to enquiries, improving our services, maintaining business records, and protecting the security of our systems and vehicles.
Legal obligation: We process certain data when necessary to comply with legal and regulatory obligations, such as tax and accounting requirements, and to respond to lawful requests from public authorities.
Consent: In limited cases, we may rely on your consent, for example for certain types of direct marketing communications that are not covered by our legitimate interests. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our services, including preparing quotes, planning routes, carrying out collections and deliveries and handling any issues that arise.
To communicate with you about your bookings, including confirmations, changes, cancellations and service updates.
To manage payments, invoicing, refunds and basic accounting and record keeping.
To respond to your enquiries, feedback or complaints and to provide customer support.
To manage and improve our business operations, including training staff, monitoring service quality and developing our services.
To comply with our legal obligations and to exercise or defend our legal rights if necessary.
Data sharing and processors
We do not sell your personal data. However, we may share your data with trusted third parties when this is necessary for the purposes set out above and when they act as our processors. These may include:
Payment processors that handle card or online payments on our behalf.
IT service providers that host our systems, website or business software and provide maintenance and support.
Professional advisers such as accountants or legal advisers where this is necessary for legitimate business or legal reasons.
Other transport or removal partners where we need to coordinate jobs, sub-contract work or provide services that involve multiple providers. In such cases, we share only the data needed to complete the task.
Public authorities or law enforcement bodies where we are required to do so by law or where sharing is necessary to protect our rights or the safety of others.
Where we use third party processors, we require them by contract to keep your data secure, to use it only in accordance with our instructions and to comply with applicable data protection laws.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
In general, we retain customer and booking records, including basic identity and contact details, for a period that allows us to respond to queries, handle any disputes or claims and meet our tax and accounting obligations. After this period, data is securely deleted or anonymised so you can no longer be identified from it.
The specific retention period may vary depending on the type of data, the nature of the services provided and legal requirements. In all cases, we apply the principle of keeping personal data no longer than is necessary.
International transfers
Man with Van Merton primarily processes personal data within the United Kingdom and the European Economic Area. If it becomes necessary to transfer personal data to a country outside these areas, we will take appropriate steps to ensure that an adequate level of protection is in place, such as using standard contractual clauses or relying on an adequacy decision where available.
Security of your data
We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures include limiting access to personal data to staff and contractors who need it for their work, using secure devices and systems, and seeking to ensure that our processors maintain suitable security standards.
However, no system can be completely secure. While we do our best to protect your personal data, we cannot guarantee absolute security of information transmitted to us or handled by third party providers.
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 exceptions. Your rights include:
Right of access: You can request confirmation of whether we process your personal data and, if so, obtain a copy and certain information about how it is used.
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 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.
Right to restriction: You can ask us to restrict the processing of your personal 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, including any direct marketing. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.
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 and machine readable format and to ask us to transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you have the right to withdraw it 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 the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns directly.
Children's data
Our services are not directed at children and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete it as soon as reasonably possible.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data processing practices. Any changes will be effective when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
Contacting us about privacy
If you have any questions about this Privacy Policy, about how Man with Van Merton handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details published on our website or via the communication channels you normally use to reach us.
This Privacy Policy applies to all Man with Van Merton customers and prospective customers in our service area and is intended to ensure that your personal information is handled with care, transparency and respect.
