Man With a Van Whitechapel Privacy Policy

This Privacy Policy explains how Man With a Van Whitechapel collects, uses, stores and protects personal data of customers and potential customers within our service area. It also explains your rights under data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Whitechapel customers and prospective customers in our operating area who contact us, request a quotation, book our services or otherwise interact with us in relation to our man and van and related services.

Data Controller

Man With a Van Whitechapel is the data controller in respect of the personal data we collect and process about you. 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 how you interact with us. This may include the following categories of information.

Identification and contact details: name, title, postal addresses for collection and delivery, email address, and any other contact details you choose to provide.

Booking and service information: details of the services you request, dates and times of moves or deliveries, property access details where relevant, inventory or description of items to be transported, and any special instructions you provide.

Payment and transaction information: records of quotes provided, prices agreed, invoices issued, payment status, and method of payment. We do not store full payment card details; these are processed securely via our chosen payment processor when applicable.

Communication records: information contained in emails, enquiry forms, telephone calls, text messages or other communications you send to us, including any feedback, complaints or queries.

Technical and usage information: basic information about how you interact with our online content, such as pages visited and enquiry forms submitted. This may include cookies or similar technologies where used, in line with applicable law.

How We Collect Your Data

We collect personal data from you directly when you contact us, request a quote, book a service, communicate with us by phone, online enquiry forms, or other channels, or when you provide information to our staff at the time of service.

We may also receive information about you from third parties where it is necessary to provide our services, for example if a landlord, letting agent, business client or another person arranges a booking on your behalf and provides your contact details and service information.

Purposes and Lawful Bases for Processing

We only process your personal data where we have a lawful basis under data protection law. The main purposes for which we use your data and the corresponding lawful bases are as follows.

To provide quotes and carry out our services: We use your contact details, service information and related data to provide quotations, confirm bookings, plan routes, carry out moves and deliveries, and communicate with you about your booking. Our lawful basis is that processing is necessary for the performance of a contract or to take steps at your request before entering into a contract.

To manage our relationship with you: We use your data to send booking confirmations, updates about your service, respond to enquiries, handle complaints and provide customer support. Our lawful basis is performance of a contract and legitimate interests in maintaining good customer relations and ensuring service quality.

For payment processing and accounting: We use transaction data to take payments, issue invoices, keep financial records and comply with tax and accounting obligations. Our lawful bases are performance of a contract and compliance with legal obligations.

For business administration and service improvement: We may use data such as service history and communications to monitor service performance, train staff, improve our services and manage our business operations. Our lawful basis is our legitimate interests in operating and improving our business, provided these interests are not overridden by your rights and freedoms.

For legal and insurance purposes: We may process your information to manage and resolve disputes, handle insurance claims, prevent fraud or comply with legal and regulatory requirements. Our lawful bases are legitimate interests and compliance with legal obligations.

For marketing communications: Where you have given your consent, or where permitted by law based on our legitimate interests, we may use your contact details to send you information about our services, offers or updates that may be relevant to you. You can opt out of marketing at any time.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to meet any legal, accounting or reporting requirements.

In general, we retain customer records and related service information for a period that allows us to respond to queries, deal with potential complaints or disputes and comply with tax and financial regulations. After the relevant retention period expires, we will securely delete or anonymise your personal data so that it can no longer be linked to you.

The exact retention periods may vary depending on the type of data and applicable legal requirements, but we regularly review the personal data we hold and delete or anonymise it when it is no longer needed.

Data Sharing and Processors

We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.

Service providers and processors: We may use trusted third party providers to help us deliver our services, for example payment processors, accounting and bookkeeping service providers, information technology and hosting providers, communication tools providers and customer management systems. These providers act as data processors and are only allowed to process your personal data on our instructions and for the purposes we specify. We require them to keep your data secure and to comply with data protection law.

Other third parties: We may share relevant information with insurers, legal advisers, law enforcement agencies, regulatory authorities or other organisations when required by law or where necessary to protect our rights, property or safety or that of our customers, staff or the public.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as using countries recognised as providing an adequate level of protection or putting in place standard contractual clauses or equivalent measures as required by law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those employees and contractors who need it to perform their duties, using secure systems and implementing internal policies and training designed to keep your data safe.

While we strive to protect your personal data, no method of transmission or storage is completely secure. We cannot guarantee the absolute security of information transmitted to or by us, but we will act promptly and in accordance with legal requirements in the event of a suspected data breach.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Man With a Van Whitechapel customers and prospective customers in our area, subject to applicable legal conditions and exemptions.

Right of access: You have the right to request confirmation that we process your personal data and to receive a copy of the personal data we hold about you.

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

Right to erasure: In certain circumstances, you have the right to 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 request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.

Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or we need the data for legal claims.

Right to data portability: In certain circumstances, you may request that we provide your personal data in a structured, commonly used and machine readable format and that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities or applicable law. Any updates will be made available under the Privacy Policy section for Man With a Van Whitechapel. We recommend that you review this Privacy Policy periodically to stay informed about how we use and protect your personal data.

Your continued use of our services after any changes are made will constitute your acceptance of the updated Privacy Policy to the extent permitted by law.