Privacy Policy

Man With a Van Southfields Privacy Policy

This Privacy Policy explains how Man With a Van Southfields collects, uses, stores and protects personal data belonging to its customers in the Southfields area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act and how you can exercise those rights. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man With a Van Southfields located in or requesting services in the Southfields area, and to any person contacting us to enquire about our services. It covers all personal data we process in relation to the provision, quotation, and administration of our man and van services, including removals, deliveries and associated activities.

Data Controller

Man With a Van Southfields acts as the data controller in relation to the personal data that we collect and use for the purposes described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on the nature of your interaction with us. This may include:

Identification and contact details such as name, postal address, service addresses, billing address and general contact details.

Booking and service information such as details of the services requested, collection and delivery locations, property access information, inventory descriptions that you choose to provide, preferred dates and times, and any instructions related to the job.

Communication records such as information you provide when you contact us by phone, in writing or through any online form, including messages, queries, feedback and complaints.

Payment-related information such as details necessary to process your payment and record that payment has been made. We do not store full payment card details when payments are processed through secure payment processors.

Technical and usage information where relevant, such as basic information about how you interact with any website or online form we may operate, including date and time of visits and pages viewed. This is used to help us manage and improve our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking or ask a question, when you communicate with us during the provision of services, and when you provide feedback after a job is completed.

We may also receive personal data from third parties where you have authorised another person to act on your behalf or where a business partner or platform passes your booking details to us so that we can carry out the requested service.

Lawful Basis for Processing

We process your personal data only when there is a lawful basis to do so under the UK GDPR. Depending on the situation, we rely on one or more of the following legal bases:

Performance of a contract: We process your personal data where it is necessary to prepare a quote, enter into a contract with you and to perform that contract, including arranging and carrying out removals, transport and related services.

Legal obligation: We may process and retain certain information where required by law, such as for tax, accounting, or insurance purposes.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. Examples include managing our business operations, improving our services, responding to enquiries, handling complaints, and protecting our rights and property.

Consent: In limited cases, we may ask for your explicit consent before processing your personal data, for example for certain types of marketing. 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 quotes and estimates for our services.

To manage bookings, schedule and carry out removals and transport services, and keep you informed about the status of your job.

To communicate with you regarding your enquiries, bookings, and any issues or questions you may have.

To manage invoicing, process payments, and maintain accurate financial records.

To improve our services, including by reviewing feedback and analysing trends in customer requests.

To comply with legal and regulatory obligations, including record-keeping and responding to lawful requests from public authorities.

To protect our legitimate business interests, such as preventing fraud, handling disputes and enforcing our agreements.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, or to meet legal, accounting or reporting requirements. In general, we retain customer and booking records for a period that allows us to respond to any questions, resolve disputes, and demonstrate proper performance of our services.

When personal data is no longer required, we take reasonable steps to securely delete or anonymise it so that it can no longer identify you.

Sharing Your Personal Data

We do not sell or rent your personal data. We may share your personal data with the following categories of recipients where necessary and appropriate:

Service providers and data processors who assist us in delivering our services, such as payment processing providers, subcontracted drivers or removal teams where required, and providers of administrative or technical support services.

Professional advisers including accountants, insurers, legal advisers and auditors, where necessary to obtain professional advice or manage our business.

Authorities and regulators where we are required to do so by law or where disclosure is necessary to protect our rights, property or safety or that of our customers or others.

Whenever we share personal data with processors acting on our behalf, we ensure that appropriate data processing agreements are in place and that they are contractually required to handle your data securely and only in accordance with our instructions.

International Transfers

Our primary operations are based in the United Kingdom and we aim to keep your personal data within the UK or the European Economic Area where possible. If we ever need to transfer your personal data outside of these locations, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to personnel and contractors who need it to perform their duties and who are subject to confidentiality obligations.

While we do our best to protect your personal data, no system can be guaranteed as completely secure. You are responsible for taking reasonable steps to protect your own information when communicating with us.

Your Data Protection Rights

Under the UK GDPR, 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:

Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with certain information about how it is used.

Right to rectification: You have the right to ask us to correct or update personal data that you believe is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may 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 withdraw consent and there is no other legal basis for processing.

Right to restrict processing: You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data.

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

Right to object: You have the right to object to certain types of processing, including direct marketing and processing based on our legitimate interests, where your particular situation justifies this.

Rights in relation to automated decision-making: Man With a Van Southfields does not routinely carry out automated decision-making that produces legal or similarly significant effects on individuals. If this changes, we will update this Privacy Policy accordingly.

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 contact details provided on our website or other service information. We may need to verify your identity before responding to your request to help ensure that personal data is not disclosed to anyone who has no right to receive it.

We aim to respond to all valid requests within one month. In some cases, particularly where requests are complex or numerous, this period may be extended, in which case we will inform you of the extension and the reasons for it.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the chance to deal with your concerns first, so we encourage you to contact us in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other reasons. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process your personal data.

Your continued use of Man With a Van Southfields services after any changes have been made will signify your acceptance of the updated Privacy Policy.