Privacy Policy
Man with Van Colindale Privacy Policy
This Privacy Policy explains how Man with Van Colindale collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Colindale customers in the Colindale area and to anyone who contacts us to enquire about or use our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Data Controller
For the purposes of data protection law, Man with Van Colindale is the data controller in respect of the personal data that we collect and process about you in connection with our services in the Colindale area.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you request. The categories of data we may collect include:
Identification and contact details: name, address, service address, billing address, contact details such as telephone number and other communication details that you provide to us.
Booking and service information: date and time of your booking, collection and delivery addresses, details of the items to be moved, access information, service preferences and any special instructions you choose to provide.
Payment and transaction data: details of the amount charged, payment method used, payment status and other transaction-related information. We do not store full card details when you pay by card; these are processed securely by our payment processors.
Communication data: information contained in your communications with us, for example enquiries, feedback, complaints or correspondence relating to bookings, quotes or service issues.
Technical and usage data: limited technical information such as the way you access our website or booking tools if applicable, including date and time of access and basic device information, to support the functioning and security of our services.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you: when you contact us to request a quote, make a booking, ask a question, provide feedback, or otherwise communicate with us.
Through our services: when we deliver moving or transport services to you and record operational details required to complete your booking.
From third parties: where this is necessary for our service, for example from payment service providers regarding payment confirmations, or from platforms where you may have submitted a booking that is then passed to us as the local service provider.
Lawful Basis for Processing
We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the purpose, we rely on the following legal bases:
Contract: we process your personal data where it is necessary to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, managing bookings, carrying out moves and processing payments.
Legal obligation: we may process your data to comply with legal and regulatory obligations, such as record keeping, tax and accounting requirements, or responding to lawful requests from authorities.
Legitimate interests: we may process your personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, handling complaints, and maintaining the security of our operations.
Consent: in limited cases we may ask for your consent, for example if we wish to send you certain types of marketing communications. Where we rely on consent, you may withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services: including accepting and managing bookings, planning and carrying out moves, coordinating collection and delivery, and communicating with you about your service.
To provide quotes and respond to enquiries: including giving you information about our services, availability and pricing, and answering any questions you raise.
To manage payments and billing: including issuing invoices, processing payments via our payment processors, and maintaining financial records.
To manage customer relationships: including handling complaints, resolving issues, gathering feedback, and improving our services and customer experience.
To comply with legal obligations: including maintaining records required by law and cooperating with regulatory or law enforcement authorities when required.
To protect our business: including preventing fraud, safeguarding our staff and customers, and maintaining the security and integrity of our systems and operations.
Data Sharing and Processors
We do not sell your personal data. We may share your data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These third parties may act as data processors on our behalf or as independent data controllers.
Types of third parties we may share your data with include:
Service providers and processors: such as payment processing providers, IT and system support providers, hosting providers, and administrative support services who assist us in delivering our services. These parties only process your personal data on our instructions and are required to protect it appropriately.
Professional advisers: including legal, accounting or insurance advisers where this is necessary to manage our business, handle disputes or comply with legal obligations.
Authorities and regulators: law enforcement agencies, courts, regulatory bodies or other public authorities where we are required or permitted by law to disclose personal data.
We ensure that any processors who handle personal data on our behalf are bound by appropriate contractual obligations to safeguard your data and process it only for the agreed purposes.
International Transfers
Our core services are provided in the Colindale area and we aim to store and process personal data within the United Kingdom or the European Economic Area where possible. If we use a service provider that transfers personal data outside these locations, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection measures required by data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, we retain booking and transaction records for a period that reflects applicable legal limitation periods and tax or accounting rules. Communication data may be kept for as long as needed to deal with your enquiry, manage our relationship with you and demonstrate how we have handled any issues or complaints.
When personal data is no longer required for these purposes, we will securely delete or anonymise it so that it can no longer be associated with you.
Your Data Protection Rights
Under data protection law, and subject to certain conditions and exemptions, you have the following rights in relation to the personal data we hold about you:
Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, together with information about how we use it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.
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 or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: you may ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.
Right to object: you may object to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where the processing is required for legal claims.
Right to data portability: where our processing is based on your consent or on a contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to ensure a level of security appropriate to the risks involved in our processing activities. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Privacy Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any changes will apply from the date the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
