Man With a Van Richmond upon Thames Privacy Policy

This Privacy Policy explains how Man With a Van Richmond upon Thames collects, uses, shares and protects personal data relating to customers and prospective customers in the Richmond upon Thames area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man With a Van Richmond upon Thames to customers in the local area, whether requests are made by phone, online, or in person.

Data Controller

Man With a Van Richmond upon Thames is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means by which your personal information is processed in connection with our moving and transport services.

Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting our legal obligations. The types of data we may collect include the following categories.

Identification and contact details, such as name, postal address, service address, billing address, and general contact information. Service and booking information, such as requested dates and times, collection and delivery locations, descriptions of items to be moved, access details and instructions, parking information, and any relevant notes you provide. Communication records, such as information you provide when you contact us with enquiries, feedback or complaints, including call notes and message content. Transaction and billing information, such as payment status, amounts, dates, and basic invoicing information. We do not collect or store full card numbers or security codes; those are processed by third party payment providers. Technical and usage information, where applicable, such as basic device or browser information and service usage details when you interact with our online presence.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, enter into a contract, or otherwise communicate with us. We may also receive data indirectly from third parties, for example from comparison or booking platforms where you have submitted a request for moving services, or from payment processors who confirm payment status and basic transactional details.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following lawful bases.

Performance of a contract, where processing is necessary to provide you with moving and transport services, manage bookings, respond to your requests, issue invoices, and complete your move. Compliance with legal obligations, where we are required to retain or disclose certain information for tax, accounting, insurance, or regulatory purposes. Legitimate interests, where we have a legitimate business interest in using your data in a way that is proportionate and respects your rights, for example to manage our business, handle customer service, prevent fraud, improve our services, or pursue or defend legal claims. Consent, where we rely on your clear and informed agreement to use your information for specific optional purposes, such as certain types of direct marketing. You may withdraw your consent at any time.

Purposes of Data Use

We use your personal data for the following purposes. To provide our moving and transport services, including responding to enquiries and quote requests, arranging and managing bookings, planning routes, and carrying out moves. To communicate with you about your booking, any changes, updates, or issues, and to respond to your messages and feedback. To manage payments and invoicing, including confirming payment status and issuing receipts. To manage our business operations, including internal administration, record keeping, quality control, staff training, and service improvement. To comply with legal and regulatory obligations, including financial record keeping and insurance requirements. To protect our rights and interests, for example in relation to debt recovery, the prevention and detection of fraud, or establishing, exercising or defending legal claims. To send service related information and, where permitted, relevant marketing about our services. You can opt out of marketing at any time.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. In general, we retain booking and invoicing records for a period required under applicable tax and accounting laws. Communications and service related records are usually kept for the duration of our relationship with you and for a reasonable period afterwards, to answer queries, resolve disputes, and maintain a record of our dealings. When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Processors and Third Parties

We may share personal data with trusted third parties that act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are required to keep your data secure and to comply with data protection law. Typical processors may include providers of booking or scheduling tools, customer relationship management systems, payment processing services, accounting and invoicing systems, and information technology support and hosting services.

We may also share information with other third parties where necessary. This may include professional advisers such as accountants or legal advisers, insurance providers in relation to claims or cover, and law enforcement, regulators, or courts where we are legally required or permitted to do so. We do not sell your personal data.

International Data Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that do not provide the same level of data protection as the UK. In such cases, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent measures in accordance with data protection law.

Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, encryption where appropriate, and staff training. While no system can be completely secure, we aim to ensure that the level of protection is appropriate to the risks associated with the processing of your data.

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. These include the right to access your personal data and obtain a copy of the information we hold about you, the right to request correction of inaccurate or incomplete data, the right to request the deletion of your personal data where there is no longer a valid reason for us to keep it, the right to request that we restrict the processing of your data in certain circumstances, the right to object to processing that is based on our legitimate interests or for direct marketing, and the right to data portability in respect of data you have provided to us where processing is based on consent or contract and carried out by automated means.

If you wish to exercise any of these rights, please contact us using the contact details you normally use for our services. We may need to verify your identity before responding to your request. We aim to respond without undue delay and within the timeframes set by law.

Marketing Communications

We may use your contact details to inform you about services that are similar to those you have previously used or enquired about, where this is permitted by law and based on our legitimate interests. You can opt out of receiving marketing communications at any time by following any unsubscribe instructions provided or by contacting us. Service and transactional messages necessary for your booking or our legal obligations will still be sent even if you opt out of marketing.

Policy Scope and Updates

This Privacy Policy applies to all customers and prospective customers of Man With a Van Richmond upon Thames in the Richmond upon Thames area. It covers personal data collected before, during, and after the provision of our services. We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is made available.

Contact and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use to arrange our services. You also have the right to raise a concern or complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We would, however, encourage you to contact us first so that we can seek to resolve any concerns directly.