Privacy Policy

Man With a Van Mitcham Privacy Policy

This Privacy Policy explains how Man With a Van Mitcham collects, uses, stores, and protects personal data of its customers and prospective customers within the Mitcham area and surrounding locations. It is intended to be fully compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, requesting a quote, or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man With a Van Mitcham in the Mitcham area and any nearby areas that we serve. It covers personal data collected through phone enquiries, online enquiries, written correspondence, and in-person interactions related to our man and van, removals, and transport services.

Data Controller

Man With a Van Mitcham is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal information is used and are responsible for ensuring that your data is handled in accordance with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of personal data we may collect include the following categories.

Identification and contact details, such as your full name, postal address, collection and delivery addresses, and general contact information you choose to provide when you contact us or request our services.

Service and booking information, such as details about the services you request, dates and times of bookings, property access details where required for the service, and any instructions that you provide to allow us to complete your move or transport job effectively and safely.

Communication records, such as notes of your enquiries, quotes given, confirmations, and any complaints or feedback you provide. This may include written or recorded information, depending on how we communicate with you.

Payment and transaction information, such as information related to invoices, payments made, and payment status. We do not store full payment card details when third-party payment providers are used. Where card details are processed, this is done securely through compliant payment processors.

Technical and usage data, which may include basic information arising from your use of our website or digital services, such as date and time of visit, pages viewed, and general interaction data, if applicable. This information is used to help maintain and improve our services.

Lawful Basis for Processing Your Data

We process your personal data only when we have a lawful basis to do so under the UK GDPR. Depending on the context, we rely on one or more of the following legal bases.

Performance of a contract, where processing is necessary to provide our services to you, including preparing a quote, confirming a booking, carrying out a move or delivery, issuing invoices, and responding to queries about your booking.

Compliance with legal obligations, where we are required by law to retain certain records, for example accounting records and documentation relating to tax and legal responsibilities.

Legitimate interests, where processing is necessary for our reasonable business interests and does not override your fundamental rights and freedoms. Examples include maintaining and improving our services, handling customer enquiries and complaints, and keeping basic records of past work to support repeat customers and manage our operations.

Consent, where you have clearly agreed to our processing of your personal data for a specific purpose that is not covered by another lawful basis, such as certain forms of marketing communication. When 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 to carry out our business and provide you with a reliable man and van service. Typical uses include responding to quote requests and enquiries, planning and performing bookings and moves, managing our relationship with you, issuing invoices and processing payments, handling service issues, insurance matters, and complaints, maintaining records for accounting, tax, and audit purposes, and improving our operations, customer service, and safety procedures.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with carefully selected third parties where necessary for our business operations, always under appropriate safeguards and data protection agreements.

Service providers and data processors who help us to run our business, such as IT support, website hosting, payment processors, accounting or bookkeeping providers, and secure document storage providers. These organisations are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy.

Professional advisers, such as accountants, legal advisers, or insurers, where it is necessary to obtain professional services or to establish, exercise, or defend legal claims.

Authorities and regulators, where we are required to do so by law, regulation, or court order, or to protect our rights, property, or safety, or that of our staff, customers, or others.

International Data Transfers

Where any of our service providers or data processors are located outside the United Kingdom or the European Economic Area, we will ensure that adequate protections are in place for the transfer of your personal data in accordance with applicable data protection laws. This may include the use of standard contractual clauses or other approved safeguards.

Data Retention

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

In general, booking and service records, including your contact and service details, are kept for a period that allows us to handle queries, repeat bookings, disputes, or legal claims. Accounting and invoicing information is typically retained for the period required under tax and accounting laws. Communication records may be retained for a reasonable period to allow us to manage ongoing relationships and service issues.

When we no longer need your personal data for the purposes collected, we will securely delete, anonymise, or otherwise remove it from our systems.

How We Protect Your Data

We take the security of your personal data seriously. We use a combination of technical and organisational measures to protect your information against unauthorised access, alteration, disclosure, or loss. These measures include restricting access to personal data to staff and partners who need it for their work, providing guidance to staff on their data protection responsibilities, and using appropriate security measures for any electronic or physical records.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data held by Man With a Van Mitcham. These rights apply subject to certain conditions and exceptions.

You have the right to access your personal data and to receive a copy of the information we hold about you, together with certain details about how and why we use it.

You have the right to request correction of any inaccurate or incomplete personal data that we hold about you.

You have the right to request the erasure of your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you have withdrawn consent and no other legal basis applies.

You have the right to request restriction of processing where you contest the accuracy of your data, where the processing is unlawful and you oppose erasure, or where you require the data for legal claims while we no longer need it for our purposes.

You have the right to object to processing of your personal data that is based on our legitimate interests, including profiling based on those interests. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or we need the data for legal claims.

You have the right to data portability in certain situations, allowing you to receive the personal data you provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller where technically feasible.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing that took place before withdrawal.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal information, you can contact us using the usual contact methods described on our website or in our service materials. We may need to verify your identity before responding to certain requests. We aim to respond within the timescales required by applicable data protection laws.

Complaints

If you are not satisfied with our response or believe that we are not processing your personal data in accordance with the law, you have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom. However, we encourage you to contact us first so that we have an opportunity to address your 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 internal practices. Any updated version will be made available through our usual channels, and the revised policy will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.