Man With a Van Aldgate Privacy Policy

This Privacy Policy explains how Man With a Van Aldgate collects, uses, stores and protects personal data relating to customers and prospective customers in the Aldgate area. It is designed to comply with the UK General Data Protection Regulation and associated data protection laws. This policy applies to all personal data we process in connection with our man and van services.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Aldgate customers, and individuals who enquire about or use our services, in the Aldgate area and surrounding localities that we serve. By contacting us, requesting a quote, making a booking, or using our services, you acknowledge that you have read and understood this Privacy Policy.

Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our relationship with you, and meeting our legal obligations. The types of personal data we may collect include:

Identification and contact details: name, address, service address, billing address, and general contact details required to communicate with you.

Service information: details of your move or transport request, property access information relevant to the service, dates and times of bookings, and items to be transported where necessary for planning the service.

Payment and billing information: records of payments made, billing history, and information we need to issue invoices, credit notes, and receipts. We do not store full payment card details if you pay using a third party payment processor.

Communication records: emails, messages, and notes from telephone conversations related to enquiries, quotes, complaints, feedback, or other service issues.

Technical and usage data: limited technical data such as basic device or browser information and general usage data if you visit our online pages or use digital contact methods. This is collected only to the extent necessary to operate and secure our services.

Lawful Bases for Processing

We process your personal data under one or more of the following lawful bases:

Performance of a contract: to provide our man and van services, respond to enquiries, issue quotes, confirm bookings, carry out moves or transport, manage payments, and communicate with you about your booking.

Legitimate interests: to manage and improve our services, handle customer service and complaints, protect our business and property, prevent fraud, and maintain accurate records. We only rely on this basis where our interests are not overridden by your rights and freedoms.

Legal obligations: to comply with tax, accounting, and other regulatory requirements that require us to retain certain records or disclose data to competent authorities.

Consent: in limited cases where the law requires us to obtain your consent, for example where we send direct marketing messages that are not otherwise permitted. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

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

To provide our services: arranging and carrying out man and van services, including planning logistics, confirming access details, and ensuring that we can complete your move or transport safely and efficiently.

To manage our relationship with you: communicating about bookings, changes to services, cancellations, rescheduling, feedback, complaints, and general customer service.

To process payments and accounting: issuing quotes and invoices, receiving and recording payments, maintaining financial records, and complying with financial and tax regulations.

To improve our services: analysing service history and general trends to help us plan routes, manage resources, and improve customer experience, while minimising the use of personal data where possible.

To ensure security and prevent fraud: maintaining records that help us verify bookings, protect our staff and property, and detect or prevent misuse of our services.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet legal and regulatory requirements.

Service and booking records: generally retained for up to six years after the end of the financial year in which the booking took place. This period reflects accounting and tax requirements and helps us manage any disputes or legal claims.

Enquiries that do not lead to a booking: retained for a shorter period, typically up to one year, unless a longer retention period is needed to handle ongoing communications or potential disputes.

Marketing data: retained until you opt out or withdraw any consent you have given, or until we decide that the data is no longer accurate or necessary.

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

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with certain third parties where this is necessary for the operation of our services or required by law:

Service providers and processors: carefully selected third parties that support our operations, such as payment processing providers, bookkeeping or accountancy services, and companies providing digital or IT support. These parties act as processors and are only allowed to process personal data on our instructions, subject to appropriate contractual and security safeguards.

Professional advisers: legal, financial, or insurance advisers where necessary to manage our business, handle disputes, or obtain professional guidance.

Public authorities: law enforcement, tax authorities, or other public bodies where we are legally required to share data or where it is necessary to protect our rights or the rights of others.

Whenever we use third party processors, we ensure that they are bound by written contracts that require them to protect your data and act only in accordance with our instructions and applicable law.

International Transfers

Where possible, we keep your personal data within the United Kingdom or the European Economic Area. If we need to transfer personal data to a country that does not offer the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in accordance with data protection laws.

Data Security

We take appropriate technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, alteration, or disclosure. These measures include restricting access to personal data to those who need it for their role, maintaining records securely, and using secure methods for storing and disposing of information. While we take reasonable steps to protect your data, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exceptions. You have the right to:

Access: request confirmation of whether we hold personal data about you and receive a copy of that data.

Rectification: ask us to correct inaccurate or incomplete personal data.

Erasure: request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Restriction: ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase data.

Portability: request that we provide you with certain personal data in a structured, commonly used, machine readable format, or that we transmit it to another controller where technically feasible and legally required.

Objection: object to processing that is based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or unless the processing is required for legal claims.

Withdraw consent: where we rely on your consent for specific processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a data protection authority if you believe your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioners Office. We encourage you to contact us first so that we can try to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data protection practices. When we make changes, we will revise the date of the latest version and, where appropriate, inform you of significant updates using reasonable means. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Man With a Van Aldgate using the contact details provided on our main customer information channels. Please make it clear that your request relates to data protection or privacy so that we can handle it appropriately.