Privacy Policy
Man with Van Eastcote Privacy Policy
This Privacy Policy explains how Man with Van Eastcote collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van Eastcote customers and prospective customers within our service area, as well as individuals who contact us to request information or quotations.
We are committed to handling your personal data lawfully, fairly and transparently in line with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data that we process about individuals in connection with the operation of Man with Van Eastcote. This includes customers, prospective customers, recipients of our services, and individuals who communicate with us by any means.
By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time, and the latest version will apply to our processing activities from the date it is published.
Types of Personal Data We Collect
We only collect personal data that is relevant to arranging, delivering and managing our man and van services. The types of data we may collect include the following information about you:
Identification and contact details such as your name, address, service addresses, and general contact details.
Service information such as details of your booking, pick up and drop off locations, access instructions that you provide, details of items to be transported where relevant, and preferred dates and times.
Communication records such as information you provide when you contact us for a quotation, ask questions, provide feedback, or make a complaint.
Payment and transaction information such as records of payments made and amounts due. We do not store full card details if third party payment processors are used.
Technical and usage information such as basic information about how you interact with our online presence where applicable, for example date and time of contact and basic device or browser information as provided by your chosen method of communication.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, or otherwise communicate with us. This may be by telephone, online forms, messaging services, or in person.
We may also receive limited personal data indirectly if another person books a service on your behalf or provides your details as a contact for a particular job. In such cases, we will treat that information in the same way as if you had provided it directly.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, our lawful bases include:
Contract. We process personal data to enter into and perform a contract with you. This covers activities such as providing quotations, confirming bookings, arranging and delivering man and van services, managing payments, and resolving issues arising from our services.
Legal obligation. We may process personal data where necessary to comply with legal obligations, for example in relation to accounting, taxation, or responding to valid requests from public authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, and these interests are not overridden by your rights and interests. This includes activities such as general business administration, service improvement, managing and protecting our business, and responding to general enquiries.
Consent. In some cases we may rely on your explicit consent, for example if you ask us to store your details for future jobs beyond what is reasonably necessary for our usual retention periods. You can withdraw your consent at any time using the contact details provided to you in our communications.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations and respond to your enquiries.
To set up, manage and deliver man and van bookings and related services.
To communicate with you regarding confirmations, changes, reminders, and updates about your booking.
To manage invoicing, payments and any related administration.
To handle complaints, queries, claims or disputes.
To maintain internal records for business, accounting and legal purposes.
To protect our business, for example by preventing misuse of our services or addressing safety issues.
Data Sharing and Processors
We do not sell your personal data. We may share your data only where necessary for the purposes described in this Privacy Policy and in accordance with UK GDPR.
We may share personal data with trusted third party service providers who act as data processors on our behalf. These can include payment processing providers, providers of booking or scheduling tools, secure document or data storage providers, and providers of communication or messaging services that we use to run our business.
Where we use processors, they are only permitted to process your data in accordance with our instructions and only for the specified purposes. They must implement appropriate technical and organisational measures to protect your data and must not use it for their own purposes.
We may also share personal data with professional advisers such as accountants or legal advisers where necessary, or with public authorities if we are legally required to do so.
International Data Transfers
Where any of our service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before any personal data is transferred. These safeguards may include the use of standard contractual clauses or other measures recognised under UK data protection law to ensure that your data remains adequately protected.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general, we will retain booking and transaction records for the period required by applicable tax and accounting laws. Enquiry and quotation information that does not lead to a booking may be retained for a limited period so that we can respond to follow up questions or recurring requests, after which it will be securely deleted or anonymised.
We periodically review the personal data that we hold and either delete it securely or anonymise it when it is no longer needed for the purposes for which it was collected.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, password protection and appropriate staff practices.
While we take reasonable steps to protect your data, no system can be completely secure. We therefore cannot guarantee absolute security of information transmitted to or by us, but we work to ensure that any risk is minimised and handled in accordance with data protection requirements.
Your Data Protection Rights
Under UK GDPR, you have a number of rights in relation to your personal data. These rights apply in most circumstances and may be subject to certain conditions and exemptions. Your rights include:
Right of access. You can request confirmation that we process your personal data and obtain a copy of that data.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or you withdraw consent where consent was the legal basis.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or our reasons for processing it.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, and you believe your interests or rights override those interests.
Right to data portability. In some circumstances, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about the way we process your personal data. We encourage you to contact us first so that we can address your concerns directly where possible.
Children's Data
Our services are aimed at adults and business customers. We do not knowingly collect personal data relating to children, and our services are not directed to individuals under the age of 18. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our processing practices or our services. Any changes will take effect from the date the updated version is made available. We recommend that you review this policy periodically to stay informed about how we process and protect your personal data.
