Man With a Van Manor House Privacy Policy

This Privacy Policy explains how Man With a Van Manor House collects, uses, stores and shares personal data about its customers and prospective customers in the Manor House 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 Manor House customers and anyone who contacts us to enquire about or use our services in the Manor House area.

Who We Are and Scope of This Policy

Man With a Van Manor House provides transport and moving services to customers in and around the Manor House area. For the purposes of data protection law, Man With a Van Manor House is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used when you interact with us, make enquiries, place bookings or otherwise use our services.

Types of Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:

Identity and contact details, such as your full name, title, postal address, service addresses including collection and delivery locations, and any other contact details you choose to provide.

Booking and service information, such as details of the services you request, dates and times of bookings, job instructions, property access notes, and any relevant information you provide about items to be moved.

Communication records, including the content of enquiries, messages and correspondence you send to us and our responses, as well as notes we make about your requests to help manage your booking.

Payment and transaction information, such as records of amounts charged, payment method type and billing history. We do not store full payment card numbers if you pay by card. Where third party payment providers are used, they process your card details on our behalf.

Technical and usage data, which may include basic information about how you access our online content, such as the device, browser and general location information based on your IP address. This is used to help us understand how people find and use our services.

Feedback and reviews, including ratings, comments or testimonials that you choose to provide about our services.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us by phone, through online forms, through messaging services or in person to request a quote, make a booking or ask questions about our services. We also collect information when we provide our services at your address or other locations that you specify. In some cases we may receive your contact details from a third party who is arranging a move on your behalf, for example a family member, landlord or business partner, but we will only use those details to provide the requested service and communicate with you about it.

Lawful Bases for Processing Personal Data

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

Performance of a contract: We process your personal data to provide our services, respond to enquiries, prepare and manage bookings, carry out moves and handle payments. This includes taking steps at your request before entering into a contract, such as providing quotes.

Legitimate interests: We process personal data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. These interests include managing and improving our services, keeping appropriate business records, managing our relationship with you, handling queries and complaints, and ensuring the security of our operations.

Legal obligations: We may process certain personal data to comply with legal and regulatory obligations, such as tax, accounting and record-keeping requirements.

Consent: In limited circumstances, we may rely on your consent, for example when we wish to use your testimonial for marketing purposes. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to your enquiries and provide quotes for our services.

To create, confirm and manage your bookings and to deliver the services you have requested.

To communicate with you about your booking, including arrival times, changes, cancellations and follow ups.

To manage payments, refunds and accounting records.

To maintain and improve our services, including analysing feedback and usage information to understand how customers use our services.

To handle any queries, concerns or complaints you may raise with us.

To comply with legal and regulatory requirements and to protect our legal rights, including for the prevention and detection of fraud or misuse of our services.

Sharing Your Personal Data and Use of Processors

We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as processors on our behalf or as independent controllers where appropriate.

Service providers and subcontractors may receive your personal data where they help us deliver our services, such as drivers or additional moving staff working with us. They will only receive the information necessary to carry out the job and are required to handle your data securely and in accordance with data protection law.

Professional and technical service providers may process your personal data for functions such as payment processing, accounting, data storage, customer management systems and communications tools. These providers act as processors and are bound by written contracts that require them to process your personal data only on our instructions and to keep it secure.

Public authorities and legal bodies may receive your personal data where we are required to share it in order to comply with a legal obligation, court order or regulatory request, or to protect our rights or the rights of others.

We do not sell your personal data to third parties.

International Transfers

Where we use service providers that store or process personal data outside the UK or the European Economic Area, we take appropriate steps to ensure that your data is protected. These steps may include using providers in countries that have been recognised as providing an adequate level of data protection or putting in place standard contractual clauses or equivalent safeguards approved by data protection authorities.

Data Retention Periods

We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting obligations. The specific retention period will depend on the type of data and the context in which it was provided.

In general, we retain booking and transaction records for a number of years after the end of the service relationship in line with legal and tax requirements. Enquiry records may be kept for a reasonable period where necessary to manage any follow up, potential bookings or disputes. Communication records and feedback may be retained for as long as needed to monitor service quality and handle any issues that arise.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. They include:

Right of access: You can request confirmation of whether we process your personal data and ask for a copy of that data, along with information about how we use it.

Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we check the accuracy of the data or consider an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.

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

Right to withdraw consent: Where we rely on your consent for specific processing activities, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who have a business need to know it, using secure storage solutions and applying reasonable safeguards when transmitting information. While we strive to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure.

Policy Updates

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