Privacy Policy
Man with Van Whitton Privacy Policy
This Privacy Policy explains how Man with Van Whitton collects, uses, stores and shares personal data about customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and relevant data protection laws. This Privacy Policy applies to all Man with Van Whitton customers and service users in our operating area, including individuals and businesses who contact us for quotes, make bookings, or otherwise use our services.
Data Controller
For the purposes of data protection law, Man with Van Whitton acts as the data controller in relation to the personal data we collect and process about you. This means we decide how and why your personal data is used in connection with our services.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of personal data we may collect include:
Identification and contact details, such as your name, address, service addresses, and general location information relevant to providing services.
Communication details, including information you provide via enquiry forms, messages, and any correspondence relating to bookings, quotes, complaints or feedback.
Service and booking information, such as details of the items to be moved, collection and delivery addresses, access information, preferred dates and times, and any special instructions.
Transactional and accounting data, including information related to payments made for our services and records required for accounting and tax purposes. We do not store full payment card details; where electronic payments are taken, these are processed by third-party payment providers.
Technical and usage data, where applicable, including basic information about how you access or use our online content, such as the pages you view and the time and date of your visit. This may be collected using cookies or similar technologies, where permitted by law.
Voluntary information, such as feedback, testimonials or responses to surveys you choose to provide, and any other information you send to us in relation to our services.
How We Collect Your Data
We may collect personal data directly from you when you contact us by phone, online forms, messaging services or in person, when you request a quote, make a booking, or use our services.
We may also collect information indirectly, for example from third-party platforms where you submit an enquiry about our services, or from publicly available sources where this is necessary to confirm details relevant to your move or service request.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the specific processing activity, we may rely on the following lawful bases:
Contract: We process your personal data where it is necessary to enter into or perform a contract with you, including to provide quotes, confirm bookings, deliver removal or transport services, handle payments, and manage customer support.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, such as tax, accounting and record-keeping requirements, and to respond to lawful requests from authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. These interests include operating and improving our services, managing our customer relationships, ensuring the security of our operations, preventing fraud, and handling queries or complaints.
Consent: In limited situations, we may rely on your consent, for example for certain types of direct marketing or the use of optional cookies or similar technologies. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotes, arrange and manage bookings, and deliver our man and van services, including planning routes, coordinating logistics, and communicating with you about the service.
To respond to your enquiries, provide customer support, manage complaints, and handle any disputes relating to our services.
To process payments, maintain financial records, and meet our accounting, tax and audit requirements.
To manage our relationship with you, including sending important service updates and information relevant to your booking.
To improve and develop our services, for example by analysing feedback or service usage trends within the Man with Van Whitton area.
To protect our business, services and customers, including verifying identities where appropriate, preventing fraud, and ensuring the security of our operations.
To comply with legal and regulatory obligations, and to establish, exercise or defend legal claims.
Data Sharing and Processors
We do not sell your personal data. However, we may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy, and where appropriate safeguards are in place. These third parties may include:
Service providers and processors who help us deliver our services, such as payment processors, IT and hosting providers, communication tools, and logistics or vehicle service partners. These parties are only permitted to process your personal data on our instructions and are required to protect it.
Professional advisers, such as accountants, auditors, or legal advisers, where this is necessary for the management and protection of our business.
Authorities, regulators or law enforcement, where required by law, regulation or court order, or where necessary to protect our rights or the rights of others.
Prospective buyers or partners in the context of business restructuring, merger, or sale, subject to appropriate confidentiality protections and only to the extent necessary.
Where we use processors based outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with 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 to provide our services, meet legal, accounting or reporting requirements, and resolve disputes.
In general, we retain core customer and booking records for a period that allows us to respond to queries, manage tax and accounting obligations, and address any potential legal claims. After the relevant retention period has expired, or if we no longer need the data for the stated purposes, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the type of data and our legal or operational needs. Where we rely on your consent, and you withdraw that consent, we will stop using your personal data for the relevant purpose, unless another lawful basis applies.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, unlawful use, accidental loss, destruction or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes and requiring our processors to protect your data in line with applicable data protection laws.
While we take reasonable steps to safeguard your personal data, no system can guarantee complete security. You are also responsible for taking reasonable precautions when sharing information with us and when using any online channels.
Your Data Protection Rights
Under data protection law, and subject to certain conditions and exemptions, you have the following rights in relation to your personal data:
Right of access: You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You can ask us to delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction: You can ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities. We will stop processing your data unless we have compelling legitimate grounds to continue.
Right to data portability: You can request that we provide certain personal data to you, or to another controller, in a structured, commonly used and machine-readable format, where this is technically feasible and where the processing is based on consent or contract and is carried out by automated means.
Right to withdraw consent: Where we rely on your consent to process your personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data in the Man with Van Whitton service area.
