Man with Van Woodford Privacy Policy
This Privacy Policy explains how Man with Van Woodford collects, uses, stores and protects your personal data when you use our services in the Woodford area. It also explains your rights under data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Woodford customers and prospective customers within our service area.
Who We Are
Man with Van Woodford is a local moving and transport service operating in the Woodford area. We act as the data controller for the personal data that we collect and process in connection with providing our services. This means we decide how and why your personal data is used and are responsible for ensuring it is handled in accordance with applicable data protection laws.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your full name, address, service addresses for collection and delivery, and any other contact details you provide to us for correspondence and arranging services.
Booking and service information, such as dates and times of your moves or transport jobs, details of the items being moved where necessary for quotes and planning, access details for properties, and any special instructions you choose to provide.
Communication records, such as information contained in messages, calls or written correspondence between you and Man with Van Woodford relating to quotes, bookings, feedback, complaints or general enquiries.
Payment-related information, such as details required to process payments or confirm payment status. We do not store full payment card details if you choose to pay by card through a third-party payment processor.
Technical and usage data, where applicable, such as basic information about how you access our online content or contact forms, including device and browser information, and any data needed to ensure the security and reliability of our online services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This can be by phone, online forms, messages or in person.
We may also receive personal data indirectly if another person books our services on your behalf and provides your details as a contact or service address. In such cases we rely on that person to confirm that you are aware of and accept the sharing of your information with us.
Lawful Bases for Processing
We only process your personal data when we have a valid legal basis to do so under data protection law. The main lawful bases we rely on are:
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 bookings, delivering moving and transport services, and handling related communications and payments.
Legal obligation: We may process your data where necessary to comply with legal and regulatory obligations, such as keeping certain records for tax and accounting purposes.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include managing and improving our services, handling customer enquiries and complaints, maintaining security of our operations and preventing misuse or fraud.
Consent: In some limited situations we may rely on your consent, for example if we wish to send you marketing communications beyond what is strictly necessary for our services. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide you with quotes for our services and respond to your enquiries.
To set up, manage and deliver your bookings, including arranging collection and delivery details and communicating with you about timings and any changes.
To manage payments, invoicing and accounting in connection with the services you receive from us.
To communicate with you regarding service updates, changes to our terms or policies, and information necessary for the safe and effective provision of our services.
To improve our services, operations and customer experience, including reviewing feedback and handling complaints or disputes.
To comply with legal and regulatory requirements and to support or defend legal claims if necessary.
Data Sharing and Processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and confidential and to comply with data protection laws.
Examples of such processors may include payment service providers, accounting and bookkeeping support, IT service providers who help us operate our systems, and customer communication or scheduling tools.
Where necessary, we may also share personal data with professional advisers, such as legal or financial advisers, and with public authorities or law enforcement agencies when we are legally required to do so.
We do not sell your personal data and we do not share it with third parties for their independent marketing purposes.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for satisfying any legal, accounting or reporting requirements.
Information related to quotes and enquiries is generally retained for a limited period, after which it is deleted or anonymised unless it leads to a booking or we have another lawful reason to keep it.
Booking and service records, including key contact and payment details, are usually kept for a longer period to meet tax, accounting and legal obligations and to handle any potential queries or claims. After these retention periods expire, we will securely delete or anonymise your personal data.
International Transfers
Our primary operations are based in the Woodford area and we aim to keep your data within the United Kingdom or European Economic Area where possible. If any of our service providers transfer or store your personal data outside these regions, we take steps to ensure that appropriate safeguards are in place so that your data remains adequately protected in line with data protection law.
How We Protect Your Data
We use appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration and disclosure. These measures include limiting access to your personal data to those employees and processors who need it to perform their duties and requiring them to handle it in a confidential and secure manner.
Your Data Protection Rights
As a customer of Man with Van Woodford in our service area, you have a number of rights in relation to your personal data under data protection law. These include:
The right of access: You can request a copy of the personal data we hold about you and information about how we process it.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data.
The right to erasure: In certain circumstances, you can request that we delete your personal data, 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 to hold it.
The right to restrict processing: You can ask us to limit the processing of your personal data in specific situations, for example while we are considering a request for rectification or objection.
The 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 have compelling legitimate grounds to continue or need to process the data for legal claims.
The right to data portability: In certain circumstances, you can request that we provide you or a third party with your personal data in a structured, commonly used and machine-readable format.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions or concerns about how we handle your personal data, you can contact us using the details provided when you use our services. We will respond to your request or enquiry in accordance with applicable data protection law.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, operations or legal obligations. When we make significant changes, we will take reasonable steps to inform you. The most current version of this Privacy Policy will always apply to our processing of your personal data.
