Privacy Policy
Man with Van Downham Privacy Policy
This Privacy Policy explains how Man with Van Downham collects, uses, stores and protects personal data relating to its customers and prospective customers in the Downham area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Downham customers and service users within the Downham area, whether you contact us online, by message, or by any other communication channel.
Who We Are and Scope of This Policy
Man with Van Downham is a local moving and transport service provider operating in and around the Downham area. For the purposes of data protection law, Man with Van Downham is the data controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used, and we are responsible for safeguarding it in line with applicable laws.
This Privacy Policy covers personal data that we collect when you request a quote, make a booking, use our services, communicate with us, or otherwise interact with Man with Van Downham as a customer or potential customer.
Types of Personal Data We Collect
We only collect personal data that is necessary to provide and manage our services. The categories of personal data we may collect include:
Identification and contact details such as your name, address, collection and delivery addresses, and any other contact details you choose to provide when you request a quote or make a booking.
Service and booking information such as preferred service date and time, details about the property or access, item descriptions relevant to the move, and any special instructions you provide.
Communication records such as messages, correspondence and notes relating to your enquiries, quotations, bookings, feedback or complaints.
Payment-related information such as limited payment transaction details recorded for accounting and reconciliation purposes. We do not store full card details if payments are processed through third-party payment processors.
Technical and usage data where applicable, such as basic information about how you interact with our website or online forms, including date and time of visits and the pages viewed. We limit this to what is necessary to operate and improve our services.
How We Collect Your Personal Data
We collect personal data from you directly when you contact us to request a quote, ask a question, make a booking, confirm service details or provide feedback. This may be done through our website, messaging platforms, or other communication channels.
We may also generate personal data as we provide services to you, such as recording job notes, pick-up and drop-off details, and details of completed services for our records and for invoicing purposes.
Lawful Bases for Processing Your Data
We process your personal data only where we have a lawful basis under data protection laws. Depending on the context, our lawful bases include:
Contract. We process your personal data to take steps at your request before entering into a contract, such as providing quotes, and to perform our contract with you, including managing your booking, providing the moving service and handling payments.
Legal obligation. We may process your information to comply with legal or regulatory requirements, such as tax and accounting obligations and any record-keeping duties imposed by law.
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 can include managing and improving our services, keeping appropriate records, handling queries, and preventing fraud or misuse of our services.
Consent. In some limited cases, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you can withdraw it at any time by contacting us.
How We Use Your Personal Data
We use your personal data for purposes such as providing quotations for services, arranging and managing bookings, carrying out moving and transport services, communicating with you about your booking and any changes, handling questions, feedback and complaints, issuing invoices and processing payments, maintaining internal business records, and meeting legal, regulatory and accounting obligations.
Data Retention and Storage
We retain your personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements. The precise retention period depends on the type of data and the applicable legal obligations.
In general, information related to quotes and enquiries that do not result in a booking may be kept for a limited period so that we can respond to follow-up questions and monitor demand. Booking and service records, including invoices and some associated contact details, may be stored for several years in line with tax and accounting regulations. Communication records relevant to disputes, claims or complaints may be kept for longer where needed to protect our legal rights.
When personal data is no longer required, we will securely delete or anonymise it so that you can no longer be identified from it.
Data Processors and Sharing of Personal Data
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with applicable data protection laws.
Types of processors we may use include providers of business software and tools used to manage bookings, schedules and customer records, payment processing providers who handle payments securely, and professional service providers such as accountants who may need limited access to some records in order to fulfil their obligations.
We may also share your personal data where required by law, regulation or court order, or where it is necessary to establish, exercise or defend our legal rights. We do not sell your personal data to third parties.
International Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses or other mechanisms approved by data protection authorities. We take steps to ensure that your personal data remains protected to a standard consistent with UK data protection law.
How We Protect Your Personal Data
We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to personnel and processors who need it to perform their duties, using secure methods for storing and transmitting data where possible, and maintaining procedures to deal with suspected personal data breaches. While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure.
Your Data Protection Rights
Under data protection law, you have several important rights in relation to your personal data. These include the right to request access to your personal data and to receive a copy of the information we hold about you, the right to request correction of any inaccurate or incomplete data, the right to request erasure of your personal data in certain circumstances, the right to request restriction of processing where you contest the accuracy of the data or object to our use of it, the right to object to processing that is based on our legitimate interests, and the right to data portability in certain cases, allowing you to receive the personal data you have provided to us in a structured, commonly used format and to transmit it to another organisation.
Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Some rights may be subject to limitations or conditions under the law. If you exercise your rights, we may need to verify your identity before responding.
Exercising Your Rights and Complaints
If you wish to exercise any of your rights, or if you have any questions or concerns about how we handle your personal data, you can contact Man with Van Downham using the usual contact details you use to communicate with us. We will respond to your request as soon as reasonably practicable and within the time limits set by data protection law.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we have an opportunity to address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in applicable law or guidance. When we make changes, we will revise the date of the latest version and, where appropriate, inform you through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
