Man with Van Highams Park Privacy Policy
This Privacy Policy explains how Man with Van Highams Park collects, uses, stores, and protects personal data when providing man and van and related services. It applies to all Man with Van Highams Park customers and prospective customers in the Highams Park area and anyone who contacts us about our services.
We are committed to processing personal data lawfully, fairly, and transparently in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
Data Controller
Man with Van Highams Park is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used in connection with our services in the Highams Park area.
Personal Data We Collect
We collect and process personal data that is necessary for us to provide and manage our services. The categories of data we may collect include:
Identification and contact details, such as your name and general contact information you choose to provide when you request a quote or booking.
Service and booking information, such as collection and delivery addresses, property access information, preferred dates and times, details of the items to be moved, and any specific service instructions you provide.
Communication records, such as details of enquiries, quotes, complaints, feedback, and any other correspondence you have with us by any communication channel.
Payment related information, such as the amount charged, date of payment, and method of payment. We do not store full card details or other highly sensitive financial information where payment is processed by an external payment provider.
Technical and usage information, such as basic device or browser information and how you interact with our website, to the extent this is collected via standard analytics tools or server logs.
We do not deliberately collect special categories of personal data such as health information, except where you choose to share such details with us if they are relevant to the service, for example mobility considerations when carrying out a move.
How We Collect Personal Data
We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, give us feedback, or communicate with us in any other way.
We may also collect information automatically through our website, such as basic technical information and usage data, using standard logs or analytics tools.
In limited circumstances we may receive information about you from third parties, for example if an agent or another person makes a booking on your behalf and provides your contact or address details.
Lawful Basis for Processing
We rely on one or more of the following lawful bases under the UK GDPR for processing your personal data:
Contract. We process your personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, confirming and managing bookings, carrying out moves, taking payment, and handling any related queries.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes maintaining records of services provided, improving our services and customer experience, ensuring network and information security, and defending our legal rights.
Legal obligation. We process certain personal data to comply with legal or regulatory obligations, for example keeping certain financial or tax records.
Consent. In specific situations where none of the above bases apply, or where required by law, we may rely on your consent. Where we rely on consent you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Personal Data
We may use your personal data for the following purposes:
To provide quotes, confirm availability, and give you information about our services in response to your enquiries.
To create and manage bookings, plan routes and logistics, and carry out your move or related service.
To communicate with you about your booking, including confirmations, updates, and any changes or issues.
To process payments, issue invoices or receipts, and manage refunds or queries about charges.
To maintain internal records, including service history, to support effective operations and customer service.
To improve our services, including reviewing feedback and analysing usage patterns in an aggregated or pseudonymised way where possible.
To handle and resolve complaints, disputes, or legal claims, and to protect our business, staff, and customers.
To comply with our legal and regulatory obligations, including tax and accounting requirements.
Data Retention
We keep your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general:
Basic booking and service records, including your contact details and essential service information, are typically retained for up to six years after the end of the relevant financial year to comply with legal and tax obligations and to enable us to respond to any queries or disputes.
Communications such as general enquiries that do not lead to a booking may be kept for a shorter period, usually no longer than two years, unless a longer retention period is required for legal reasons.
Technical and analytics data may be retained for a shorter period where feasible and then either deleted or anonymised.
When personal data is no longer needed for the purposes for which it was collected, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
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 in this Privacy Policy.
These third parties may act as data processors on our behalf, processing your personal data only on our instructions and under a written contract that requires them to protect your data. Examples include:
Payment service providers that process payments and refunds on our behalf.
IT and hosting providers that support our website, communication channels, and data storage systems.
Service partners or subcontractors who assist with the performance of moves or related services, where they need specific information such as addresses and contact details to complete the work.
Professional advisers such as accountants or legal advisers where necessary for legitimate business purposes and legal compliance.
We may also share your personal data where required by law, for example with law enforcement, regulatory authorities, or courts.
If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure appropriate safeguards are in place in accordance with data protection law.
Security of Personal Data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include restricting access to personal data to those staff and third parties who need it for legitimate business purposes, using suitable security controls, and reviewing our procedures regularly.
While we take reasonable steps to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Your Data Protection Rights
Under the UK GDPR, you have the following rights in relation to your personal data, subject to certain conditions and exemptions in the law:
Right of access. You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete data.
Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason for us to continue processing it.
Right to restriction of processing. You have the right to ask us to restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data.
Right to data portability. You have the right to request that we provide you with certain personal data in a structured, commonly used, and machine readable format, or that we send it to another data controller where this is technically feasible.
Right to object. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or legal requirements. Any updates will take effect from the date they are published. You should review this Privacy Policy periodically to stay informed about how we handle personal data.
