Privacy Policy
Man with Van Harold Wood Privacy Policy
This Privacy Policy explains how Man with Van Harold Wood collects, uses, stores and protects personal data when providing our services. It applies to all customers and prospective customers in the Harold Wood area who contact us, request a quote, make a booking, or otherwise interact with our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Who This Policy Applies To
This Privacy Policy applies to all individual customers, business customers, and any person acting on behalf of a customer who uses, or considers using, Man with Van Harold Wood services in the Harold Wood area and surrounding neighbourhoods.
By contacting us, requesting a quotation, confirming a booking, or using our services, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or interact with us:
Identification and contact details: name, address, service location addresses, billing address, and other contact information you choose to provide.
Booking and service information: details of your move or transport job, dates and times, collection and delivery locations, access information, special instructions and inventory details where relevant.
Communication records: information contained in messages you send us by phone, text message, messaging apps, contact forms, or any other communication method you choose to use.
Billing and payment details: records of invoices, amounts charged, payment status, and limited payment-related information as required for accounting. We do not store full payment card details.
Technical and usage data: where applicable, limited technical data such as the date and time you contacted us, basic device or browser information, and records of your consent preferences.
You are not obliged to provide any personal data, but if you choose not to provide certain information, we may be unable to provide you with a quotation or complete a booking.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us by phone, through messaging services, by completing a contact or quote request form, or when you speak to us in person.
Through ongoing communications when arranging, updating or completing your booking.
From third parties where you have authorised them to share your information with us, such as a relative, friend or business partner who books on your behalf.
Lawful Basis for Processing
We process your personal data on one or more of the following lawful bases:
Contract: to take steps at your request before entering into a contract, and to perform a contract with you. This includes providing quotations, confirming bookings, carrying out the job, communicating about your booking, and issuing invoices.
Legitimate interests: to pursue our legitimate business interests, such as managing our business operations, improving our services, preventing fraud, managing disputes, and maintaining appropriate records, provided that these interests are not overridden by your rights and freedoms.
Legal obligation: to comply with obligations under UK law, including tax and accounting requirements, and responding to lawful requests from authorities.
Consent: where we rely on your explicit consent for specific uses of your data, such as certain types of marketing communications. When 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 and manage our services: including responding to enquiries, providing quotations, planning and completing your move or transport job, and communicating with you before, during and after the service.
To manage customer relationships: including handling queries, complaints, feedback and aftercare.
To handle payments and accounting: including issuing invoices, receiving payments, maintaining tax and financial records, and managing any refunds or adjustments.
To improve our services: including analysing service patterns, developing our operations, training staff and maintaining quality and safety standards.
To protect our business: including preventing misuse of our services, managing security, handling disputes or legal claims, and cooperating with law enforcement when required.
To send permitted marketing: where allowed by law and subject to your choices, we may use your contact details to send you information about our services that may be relevant to you. You can ask us to stop at any time.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes described above, always under appropriate safeguards and only to the extent required.
Categories of recipients may include:
Service partners and subcontractors who help us deliver our services, such as additional drivers or vans engaged to complete your job.
Professional advisers including accountants, auditors or legal advisers, where reasonably necessary for our legitimate business purposes and legal obligations.
Payment and financial service providers used to process payments or manage our accounts.
IT and communications providers who support our systems, data storage, communication tools or booking management.
Public authorities, law enforcement or regulators where we are legally required to share information or where necessary to protect our rights, property or safety.
When we use third parties as data processors, they only process your personal data on our documented instructions, must keep it secure, and are not permitted to use it for their own purposes.
International Transfers
Our primary operations and data storage are intended to be within the United Kingdom or the European Economic Area. If we ever need to transfer personal data to a country outside this area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in accordance with data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to comply with legal, accounting and reporting requirements.
In general, we may retain booking and invoice records, along with associated personal data, for up to seven years from the end of the financial year in which your service was provided, to meet tax and accounting obligations.
Enquiry records and communication logs may be kept for a shorter period, typically up to two years from last contact, unless you become a customer or there is a legitimate reason to retain them for longer, such as an ongoing dispute.
When personal data is no longer needed for these purposes, we will securely delete it or anonymise it so that it can no longer be associated with you.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access: you can request confirmation that we hold personal data about you and request a copy of that data.
Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.
Right to erasure: you can ask us to delete your personal data in certain circumstances, 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 lawful basis.
Right to restriction: you can request that we restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests. You can also object at any time to processing for direct marketing.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide you with your personal data in a structured, commonly used and machine-readable format, or ask us to transfer it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You can exercise your rights by contacting us using the details provided as part of our service communications. We may need to verify your identity before responding to your request.
Security of Your Personal Data
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 who have a business need to know it, using secure storage and communication methods where possible, and ensuring staff and service partners are aware of their data protection responsibilities.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or applicable laws. Any updated version will apply from the date it is made available. You should review this policy periodically to stay informed about how we handle your personal data.
