Privacy Policy
Man with Van West Hendon Privacy Policy
This Privacy Policy explains how Man with Van West Hendon collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Man with Van West Hendon customers and service users in the West Hendon area, including individuals and businesses who contact us, request quotations, or book our services.
We are committed to processing personal data in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We collect and process different categories of personal data in the course of providing our man and van and related services. The types of data we may collect include:
Identification and contact details: This may include your name, address, service address, billing address, and other contact details such as your preferred method of communication.
Service and booking information: This may include details about the requested service, collection and delivery addresses, property access information, dates and times of moves, inventory or item descriptions, and any specific instructions you provide.
Payment and financial information: We may process limited payment related details necessary to take payment for services, such as payment confirmations and transaction references. Where we use third-party payment providers, they will process your card or account details on our behalf.
Communication records: This includes information contained in emails, messages, and other communications you send to us when making enquiries, requesting quotations, or providing feedback and complaints.
Technical and usage information: When you visit our website or online pages, we may collect technical data such as your IP address, device type, browser type, and basic usage data such as pages visited and the date and time of access. This is generally collected using cookies or similar technologies, where applicable.
How We Collect Your Data
We collect personal data from you directly when you interact with us. This includes when you request a quotation, book a service, contact us by phone or online, or communicate with us for any other reason related to our services.
We may also receive personal data indirectly from third parties where this is necessary to provide our services. For example, if a business partner or referring company provides your contact and job details so that we can carry out a collection or delivery on their behalf.
Lawful Bases for Processing
We will only process your personal data where we have a lawful basis to do so. Depending on the circumstances, we rely on the following lawful bases:
Contract: We process personal data that is necessary for us to enter into and perform a contract with you, such as when you request a quotation, book a service, or require us to provide man and van services at your property.
Legal obligation: We may process your data where we are required to do so to comply with legal obligations, including accounting, taxation, and record keeping requirements.
Legitimate interests: We may process your data for our legitimate business interests, such as managing our business operations, improving our services, handling customer queries and complaints, and protecting our rights and property. When we rely on this basis, we balance our interests against your rights and expectations.
Consent: In 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.
How We Use Your Personal Data
We use your personal data for the purposes described in this Privacy Policy, including:
To provide our services: This includes processing your bookings, organising and carrying out collections and deliveries, managing your account, and communicating with you about your service.
To respond to enquiries: We use your information to respond to your questions, provide quotations, and supply information about our services when you request it.
To manage our business: We process data to manage our operations, such as scheduling work, route planning, workforce management, record keeping, and internal reporting.
To handle payments: We use personal data to issue invoices, process payments, and manage refunds or disputes where necessary.
To improve our services: We may analyse information about our services and communications to help us understand how we can improve our offerings and customer experience.
To comply with legal requirements: We may process personal data to meet our legal and regulatory obligations, such as maintaining tax and accounting records.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described above. These third parties act as data processors or independent controllers, depending on the circumstances.
Data processors are service providers who process personal data on our behalf and under our instructions. These may include providers of IT and hosting services, communication platforms, payment processing services, scheduling and route planning tools, and administrative support services.
Where we engage processors, we take steps to ensure they are bound by appropriate contractual obligations to process personal data securely, confidentially, and only in accordance with our instructions and applicable data protection law.
We may also share personal data with professional advisers such as accountants or legal advisers where reasonably necessary, and with public authorities or law enforcement agencies where we are required to do so by law or in order to protect our rights or the rights of others.
International Transfers
Some of our service providers may process personal data in locations outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards are in place, such as the use of standard contractual clauses or equivalent measures, to protect your personal data in accordance with data protection law.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The exact retention period will depend on the type of data and the context in which it was collected.
In general, we retain customer and booking records for a period that allows us to fulfil our contractual obligations, handle queries or complaints, and meet accounting and tax obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data.
Where we process personal data based on your consent and you withdraw that consent, we will stop processing that data for the relevant purpose, unless we have another lawful basis to continue processing.
Your Data Protection Rights
As a data subject, you have a number of rights in relation to your personal data under data protection law. These rights include:
Right of access: You have the right to request confirmation that we process your personal data and to receive a copy of that data, together with certain additional information.
Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent.
Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in certain circumstances, for example while we investigate a concern you have raised about its accuracy.
Right to data portability: In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used, machine-readable format and to transmit it to another controller.
Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will then stop processing the data unless we have compelling legitimate grounds to continue or we need the data for legal claims.
Right to withdraw consent: Where we process your personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before the withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or misuse. These measures include access controls, secure storage, and appropriate policies and procedures. While we take reasonable steps to protect your data, no system can be completely secure and we cannot guarantee absolute security.
Updates 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 updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
This Privacy Policy applies to all Man with Van West Hendon customers and users of our services in the West Hendon area and is intended to provide clear and transparent information about our data protection practices.
