Man with Van Tooting Privacy Policy

This Privacy Policy explains how Man with Van Tooting collects, uses, stores, and protects personal data relating to its customers. It is intended to comply with the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Man with Van Tooting customers in the Tooting area, including individuals and businesses who make enquiries, request quotes, or book our man and van services.

Who we are and scope of this policy

Man with Van Tooting is a local man and van service provider operating in the Tooting area. In the context of applicable data protection laws, Man with Van Tooting acts as the data controller for the personal data we collect and use in connection with our services. This Privacy Policy applies to all interactions you have with us as a customer or potential customer, whether via our website, over the phone, by messaging services, or in person.

Types of 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 main categories include:

Identification and contact details: name, address, email address, and any other contact information you choose to provide when you make an enquiry or booking.

Service and booking information: collection and delivery addresses, access details, preferred dates and times, descriptions of items to be moved, and any relevant instructions you provide to help us carry out the service.

Payment and transaction information: records of payments made for our services and basic billing details. We do not store full payment card details; where card payments are taken, they are processed securely by third-party payment processors.

Communication records: information contained in messages, enquiries, quotes, feedback, and complaints that you send to us, including by phone, messaging services, and online forms.

Technical usage data: limited technical data generated when you visit our online services, such as basic log information and device data. This may include date and time of access, general location information based on IP address, and information about how you interact with our website. We do not seek to identify you from this information unless it is necessary for security or legal reasons.

How we collect personal data

We collect personal data in the following ways:

Directly from you when you contact us to request information, ask for a quote, or make a booking for our man and van services.

During the provision of services, when you provide additional instructions, access information, or details about items to be moved.

From third parties where it is necessary to provide our services, for example where a business partner passes us your details with your knowledge for the purpose of arranging a removal or delivery.

Automatically, through limited technical data collected when you access our online services, primarily for security, analytics, and performance purposes.

Lawful bases for processing your data

We rely on the following lawful bases under data protection law to process your personal data:

Contract: we process your personal data to take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotes, managing bookings, carrying out removals and deliveries, and handling payments.

Legitimate interests: we process certain personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. This includes managing our business operations, improving our services, maintaining security, handling routine enquiries, and keeping basic records of past work for reference and safety.

Legal obligations: we process personal data where required by law, such as for accounting, tax, and record-keeping obligations, or to respond to lawful requests from public authorities.

Consent: in limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our services, including responding to enquiries, preparing and sending quotes, arranging bookings, collecting and delivering items, and communicating with you about your service.

To process payments, record transactions, and manage invoices and receipts.

To respond to your questions, feedback, or complaints and to handle any disputes or claims relating to our services.

To manage and improve our operations, including workforce planning, service quality, and safety and security of our staff, vehicles, and customers possessions.

To comply with legal and regulatory obligations, including maintaining appropriate business and financial records.

Where allowed, to send you information about similar services you have previously used, and to manage your preferences regarding such communications.

Data sharing and processors

We do not sell your personal data. We only share your data where it is necessary and lawful to do so. The categories of recipients include:

Service providers and processors: third parties who process data on our behalf to help deliver our services and run our business. This may include payment processors, accounting and bookkeeping services, IT and hosting providers, and tools we use to manage bookings and communications. These processors are only permitted to use your personal data in accordance with our instructions and for specified purposes, and they are required to implement appropriate security measures.

Professional advisers: accountants, legal advisers, or insurers where necessary to manage our legal and financial responsibilities, resolve disputes, or handle claims.

Public authorities and law enforcement: where we are legally required to disclose data, or where disclosure is necessary to protect our rights, property, safety, or the safety of others.

If we restructure or transfer our business, your personal data may be shared with a successor or new operator of the Man with Van Tooting service, where this is lawful and subject to appropriate safeguards.

International data transfers

Where our service providers are located outside the United Kingdom or the European Economic Area, or store data in other countries, we take steps to ensure that your personal data is adequately protected. This may include using contracts based on approved standard data protection clauses or ensuring that other appropriate safeguards are in place as required by law.

Data retention periods

We keep your personal data only for as long as is necessary to fulfil the purposes described in this Privacy Policy or as required by law. Retention periods are determined based on the type of data and the reasons for processing:

Booking and service records: retained for a period necessary to manage our relationship with you, deal with any queries or claims, and meet tax and accounting obligations.

Payment and transaction records: retained for the period required by financial and tax regulations.

Communications and enquiries: retained for a reasonable period to respond to you, maintain a record of correspondence, and improve our services.

Where data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Tooting customers in the Tooting area, subject to certain limitations and exceptions in the law.

Right of access: you can request confirmation of whether we hold personal data about you and obtain 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 certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example 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 as the lawful basis. We will stop processing unless we have compelling legitimate grounds which override your interests, rights, and freedoms, or we need to continue processing for legal claims.

Right to data portability: where processing is based on your consent or a contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent for processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Security of your personal 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 access controls, secure storage practices, staff awareness, and appropriate arrangements with our service providers. While we take these steps, no system can be guaranteed to be completely secure.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.