Man With a Van Streatham Privacy Policy

This Privacy Policy explains how Man With a Van Streatham collects, uses, stores and protects personal data for all of its customers and prospective customers in the Streatham area. We are committed to safeguarding your privacy and handling your personal data in a lawful, fair and transparent manner in compliance with the UK General Data Protection Regulation and applicable data protection laws.

Scope of this Privacy Policy

This Privacy Policy applies to all services provided by Man With a Van Streatham to individuals and businesses in the Streatham area, including enquiries, quotations, bookings, removals, deliveries and related services. It covers personal data collected online, by telephone, in person or through any other form of communication with us.

Data Controller

For the purposes of data protection law, Man With a Van Streatham is the data controller responsible for determining how and why your personal data is processed. This means we decide what information is collected, how it is used, for how long it is kept and with whom it is shared, where necessary.

Types of Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision and administration of our services. Depending on your relationship with us, we may collect the following categories of data:

Identification and contact details, such as your name, postal address, collection and delivery addresses, and other relevant address details for your move or transport service.

Communication details, such as any information you provide when you contact us by phone, online form, or in writing to request a quote, make a booking, or ask a question.

Service and booking information, including details of the items to be moved, dates and times of services, access details, and any special instructions you give to us.

Payment and transaction information, such as records of payments, invoices and related financial details that are required to process your booking and maintain our financial records. Where payments are processed via a third-party payment processor, we do not receive or store full payment card details.

Technical and usage data, such as information about how you access and use our website or online services, including device information, approximate location data, and browsing activity, where this is collected via cookies or similar technologies in accordance with applicable laws.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or otherwise communicate with us. We may also receive limited personal data from third parties where you have authorised another person or business to arrange services on your behalf, such as an agent or business partner. Additionally, technical and usage data may be collected automatically when you use our website or digital services.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract: We use your data to provide our services, including responding to enquiries, issuing quotations, confirming bookings, carrying out removals or transport services, processing payments, and managing any changes or issues relating to your booking.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes activities such as managing our business operations, maintaining records, improving our services, handling queries and complaints, and ensuring the security of our systems and vehicles.

Legal obligation: We may process and retain certain information where necessary to comply with legal and regulatory requirements, such as accounting, tax and insurance obligations.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of direct marketing communication where required by law. 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 quotes, planning routes, arranging vehicles and staff, and carrying out the agreed services.

To communicate with you about your enquiry, booking or service, including confirmations, updates, reminders, and any necessary follow-up.

To manage payments, invoicing, refunds, and financial reconciliation, and to keep appropriate records for business and legal purposes.

To handle complaints, disputes or claims, and to provide customer support where you contact us with questions or feedback.

To improve, monitor and protect our services, including analysing how our services are used, maintaining security, and preventing fraud or misuse.

To comply with applicable laws, regulations, and requests from public authorities where we are required to do so.

Data Sharing and Processors

We do not sell your personal data. We may share your data with selected third parties where necessary for the operation of our business and the performance of our services. These third parties act as data processors or, in some cases, as independent controllers.

We may share data with service providers and processors who assist us with tasks such as payment processing, accounting, customer management systems, data storage, information technology support and security services. These processors are only permitted to process your data in accordance with our instructions and must implement appropriate technical and organisational measures to protect your data.

We may also share your data with professional advisers such as insurers, legal advisers or accountants where this is necessary for establishing, exercising or defending legal claims or for compliance and regulatory purposes.

Where required by law, or where it is necessary to protect our rights or the rights of others, we may disclose personal data to public authorities, regulatory bodies or law enforcement agencies.

International Transfers

Where we make use of service providers that store or process data outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include the use of standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.

Data Retention

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, regulatory, accounting or reporting requirements. The specific retention period may vary depending on the nature of the data and our legal obligations.

Information relating to enquiries and quotations that do not result in a booking is retained for a period that allows us to manage follow-up queries and maintain business records, after which it is securely deleted or anonymised.

Information relating to bookings, services provided and payments is typically retained for a longer period to comply with tax, accounting and insurance requirements. After the relevant retention period has expired, we will securely delete or anonymise the data.

Security of Your Personal Data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration, disclosure or destruction. These measures may include access controls, secure storage, regular monitoring and staff awareness training. While no system can be completely secure, we aim to ensure that the level of security is appropriate to the risks presented by the processing of your data.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data. These rights apply to all Man With a Van Streatham customers and prospective customers in the Streatham area, subject to certain legal limitations and exemptions.

Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of the data, together with information about how we use it.

Right to rectification: You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you have the right to 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 have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in specific situations, such as where the accuracy of the data is contested or where you have objected to processing.

Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, particularly in relation to direct marketing.

Right to data portability: In certain cases, you may have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit that data to another controller.

Where we rely on your consent to process data, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

How to Exercise 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 contact details provided on our website or any communication you have received from us. We may need to verify your identity before responding to your request to ensure your data is protected.

We aim to respond to all legitimate requests within the time limits set by applicable data protection law. There is generally no fee for exercising your rights, although we may charge a reasonable fee or refuse to act on a request that is clearly unfounded or excessive.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with your local data protection authority if you believe that your rights have been infringed.

Changes to This Privacy Policy

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