Privacy Policy
Man with Van Sydenham Hill Privacy Policy
This Privacy Policy explains how Man with Van Sydenham Hill collects, uses, stores, and protects personal data about individuals. It applies to all Man with Van Sydenham Hill customers and prospective customers in Sydenham Hill and the surrounding area who contact us, request a quote, or use our services.
Who We Are
Man with Van Sydenham Hill provides transport, moving, and related services to domestic and business customers. In relation to the personal data we collect and process, we act as a data controller. This means we decide how and why personal information is used for our business activities.
Personal Data We Collect
We only collect personal data that is relevant to arranging and providing our services, managing our relationship with you, and operating our business. The types of personal data we may collect include:
Contact and identity details, such as your name, postal address, service address, and any alternative contact address you provide.
Contact preferences and communication details, such as how you prefer to be contacted and the content of communications you send to us, including enquiries and feedback.
Booking and service details, such as the date and time of your move or collection, pick-up and delivery locations, property access information, inventory or description of items to be moved, and instructions relevant to providing the service.
Payment and billing information, such as the amount charged, payment method type, invoice details, and transaction history. Card details are handled by secure payment processors and are not stored by us where this can be avoided.
Technical and usage data, such as basic device and browser information, and how you interact with our website or online forms where applicable. This may include information gathered using cookies or similar technologies.
Any other information you choose to provide that is relevant to your booking or enquiry, for example details about timings, special requirements, or access considerations.
How We Collect Personal Data
We collect personal data in several ways, including:
Directly from you when you contact us by phone, online form, or other communication methods to request information, a quote, or to make a booking.
When we provide services to you, for example when confirming details on the day of the job or following up after a service.
Automatically when you visit our website, for example through the use of cookies that collect limited technical information to help us improve our site and services.
Lawful Basis for Processing
We process personal data in accordance with the UK General Data Protection Regulation and relevant data protection laws. Our main lawful bases for processing are:
Contract: We process your personal data when it is necessary to take steps at your request before entering into a contract, and to perform a contract for moving or transport services that we have agreed with you. This covers most of our collection and use of booking, contact, and payment data.
Legitimate interests: We may process personal data when it is necessary for our legitimate business interests and when these are not overridden by your interests or fundamental rights. This includes managing and improving our services, keeping appropriate business records, handling enquiries and complaints, and ensuring the security of our operations.
Legal obligation: We process personal data when necessary to comply with legal obligations, such as maintaining tax records or responding to lawful requests from public authorities.
Consent: In some limited cases we may rely on your consent, for example where we use certain optional cookies or send non-essential 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 the personal data we collect for the following purposes:
To handle enquiries, provide quotes, and respond to requests for information about our services.
To set up, manage, and carry out bookings, including confirming details with you, planning routes, and delivering your items.
To process payments, issue invoices or receipts, and manage any refunds or adjustments that may be required.
To communicate with you about your booking, including updates, service confirmations, and follow-up communications related to the work carried out.
To maintain our business records, accounting, and administrative systems.
To improve our services, website, and customer experience by analysing how our services are used and reviewing feedback.
To manage and resolve complaints, disputes, or legal claims.
To comply with our legal and regulatory obligations.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes set out in this Privacy Policy. These third parties act as data processors or, in some cases, as independent data controllers.
Service providers and contractors who assist us in delivering our services, such as drivers, removal teams, and subcontracted transport partners where required for a particular job.
Payment service providers who process transactions securely on our behalf.
IT, hosting, and communications providers who help us operate our website, manage online forms, and store information securely.
Professional advisers such as accountants, insurers, or legal advisers where necessary in the course of receiving professional services and managing our business.
Public authorities or law enforcement agencies where we are legally required to do so or where disclosure is necessary to protect our rights or the rights of others.
Whenever we use data processors, we require them to handle personal data only in accordance with our instructions, to keep it confidential, and to implement appropriate security measures.
International Transfers
Our primary operations are based in the United Kingdom. If we use any service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other approved mechanisms, to protect your personal data to a standard that is essentially equivalent to UK data protection law.
Data Retention
We retain personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy, including for the fulfilment of our contractual obligations, the management of our relationship with you, and compliance with our legal and accounting obligations.
In general, booking and invoicing records are kept for a period consistent with applicable tax and accounting requirements, following completion of the relevant service. Enquiries that do not lead to a booking may be kept for a shorter period, sufficient for us to respond and to manage our business records.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. Measures include the use of secure systems, restricted access to personal data, and appropriate training and procedures for those who handle personal information.
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 exemptions. Your rights include:
The right of access: You have the right to request a copy of the personal data we hold about you, together with information about how and why we process it.
The right to rectification: You have the right to ask us to correct or complete personal data that you consider inaccurate or incomplete.
The right to erasure: You may ask us to delete your personal data in certain circumstances, 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.
The right to restrict processing: You may ask us to restrict the use of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
The right to object: You have the right to object to processing of your personal data where we rely on legitimate interests as our lawful basis, or where we process data for direct marketing purposes.
The right to data portability: In certain cases you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to ask us to transmit that data directly to another controller where technically feasible.
You also have the right to withdraw consent at any time where we rely on consent as the basis for processing. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the usual contact channels you use to reach Man with Van Sydenham Hill. We will respond to your request in line with applicable data protection laws.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. In the United Kingdom this is typically the Information Commissioner's Office. We would, however, appreciate the chance to address your concerns directly before you approach any supervisory authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
