Man With a Van Coulsdon Privacy Policy

This Privacy Policy explains how Man With a Van Coulsdon collects, uses, stores and protects personal data relating to our customers and prospective customers in the Coulsdon area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man With a Van Coulsdon customers and service users in the Coulsdon area, including anyone who makes an enquiry, requests a quote, books a service, or otherwise interacts with us for our man and van, removals or related services.

Who We Are

Man With a Van Coulsdon is a service provider offering man and van and related transport services in the Coulsdon area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect about you when you use our services or contact us.

What Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:

Identification and contact details, such as your name, address, service address, and any other addresses relevant to the move or collection, and any other contact details you choose to share with us.

Service and booking information, such as the type of service you request, dates and times of bookings, access details for properties, parking and entry instructions, inventory details you provide, and any notes about special requirements.

Communication records, such as the content of enquiries, messages, and any feedback or complaints you provide to us by any communication method.

Payment and transaction information, such as records of payments made, amounts, dates and references. We do not store full card details if card payments are processed via third party payment providers.

Technical and usage data, where applicable, such as basic usage data from our website, including pages visited and general device information. This may be collected by cookies or similar technologies, where used and permitted.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information or a quote, when you book or use our services, when you provide feedback, or when you communicate with us for any other reason.

We may collect limited personal data from third parties where necessary and lawful, for example if another person books a service on your behalf, or from publicly available sources where this is relevant for confirming addresses or access details.

Lawful Basis for Processing

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

Contract. We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, delivering our services, taking payment and handling related communications.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include managing and improving our services, keeping appropriate records, handling enquiries and complaints, and protecting our business from fraud or misuse.

Legal obligation. We process personal data where we need to comply with legal and regulatory obligations, such as record keeping for tax purposes or responding to lawful requests from authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain marketing communications where consent is required. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide quotes for our man and van and related services.

To confirm bookings, plan routes, manage schedules and deliver the services you have requested.

To communicate with you about your booking, including confirmations, updates and any changes that may be required.

To process payments and issue invoices or receipts.

To manage and improve our services, including internal record keeping, quality control and staff training.

To handle queries, feedback and complaints, and to resolve disputes.

To comply with legal and regulatory requirements, including record keeping and responding to lawful requests.

Where permitted, to send you information about our services that may be of interest to you. You can ask us to stop such communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your information with trusted third parties where necessary for the purposes set out in this Privacy Policy, including:

Service providers that act as data processors on our behalf, such as payment processors, IT and hosting providers, booking or calendar tools, and providers of communication or customer management systems. These parties are only allowed to use your data in accordance with our instructions and applicable law.

Professional advisers, such as accountants or legal advisers, where this is necessary for our legitimate business purposes and legal obligations.

Public authorities, regulators or law enforcement bodies, where we are legally required to do so or where it is necessary to protect our rights, property or safety, or the rights, property or safety of others.

Where we use data processors, we take steps to ensure that they provide appropriate safeguards for your personal data and that suitable contractual protections are in place.

International Transfers

We aim to keep your personal data within the United Kingdom or the European Economic Area. If we ever need to transfer personal data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in accordance with data protection laws.

Data Retention

We only keep your personal data for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

In general, we retain customer and booking records for a period that allows us to handle any queries, complaints or legal claims after the service has been completed, and to comply with applicable legal obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data.

How We Protect Your Data

We take 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 those employees and service providers who need it for their role and taking reasonable steps to ensure that they are subject to confidentiality obligations.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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

Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This right is not absolute and may not apply where we need to keep data for legal or legitimate business reasons.

Right to restriction. You may request that we restrict the processing of your personal data in certain circumstances, for example while we verify the accuracy of data you have contested.

Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used and machine readable format, and that we transmit it to another controller where this is technically feasible.

Right to object. You may object to our processing of your personal data based on our legitimate interests, including any direct marketing we may undertake. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.

Rights in relation to consent. Where we rely on your consent to process personal data, you may withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.

Exercising Your Rights

If you wish to exercise any of your data protection rights, please contact us and provide sufficient information to allow us to identify you and respond to your request. We may need to ask you for additional information to confirm your identity before we can act on your request.

We aim to respond to all valid requests within one month, or within any longer period permitted by law where requests are complex or numerous. We will not normally charge a fee for responding to your request, unless it is clearly unfounded or excessive.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we handle personal data, or changes in the law. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to make a complaint, you can contact us using the contact details provided on our website or other service materials.

You also have the right to lodge a complaint with the UK data protection supervisory authority. Further information about your rights and how to complain can be obtained directly from the authority.