Man With a Van Battersea Privacy Policy

This Privacy Policy explains how Man With a Van Battersea collects, uses, stores, and protects personal data relating to customers and prospective customers in the Battersea area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man With a Van Battersea customers in our service area and to anyone who contacts us to enquire about or use our services.

Who We Are

Man With a Van Battersea is a local moving and transport service operating in and around the Battersea area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you interact with us and use our services.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and the services you use. This may include the following types of information:

Identity and contact details such as your name, address, pick-up and drop-off locations, billing address, and other contact details you provide, such as your preferred method of contact.

Service and booking information such as details of your move or transport request, property access details, dates and times of bookings, inventory or description of items to be transported, and any special instructions you give us.

Payment and transaction details such as records of payments made to us, including the amount, date, and method of payment. We do not store full card details when third-party payment processors are used.

Communication records such as information you provide when you contact us by phone, online form, or other means, including enquiries, quotes, feedback, or complaints, as well as our responses and internal notes relating to your request.

Technical and usage information such as information generated when you visit our website or interact with our online services, which may include IP address, device information, and general browsing behaviour where this is collected through essential or consented technologies.

How We Collect Personal Data

We collect personal data in several ways, including:

Directly from you when you contact us to request a quote, make a booking, or communicate with us about our services.

During the provision of services when we attend your premises, transport your items, and carry out the booked work.

Automatically when you visit or interact with our website, where certain technical data may be collected for security, functionality, or analytics purposes, subject to relevant consents where required.

Lawful Basis for Processing

We only process personal data when we have a valid lawful basis to do so. Depending on the context, we rely on the following lawful grounds:

Contract performance: We process your personal data where it is necessary to provide a quote, set up your booking, perform the moving or transport service, and manage payments and communications in relation to that service.

Legitimate interests: We process personal data to manage our business, improve our services, handle enquiries, maintain records, protect our rights, prevent fraud, and ensure the security of our systems, where these interests are not overridden by your rights and freedoms.

Legal obligations: We may process personal data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations, and to respond to lawful requests from authorities.

Consent: In certain situations, such as specific types of marketing communications or the use of non-essential cookies or similar technologies, we rely on your consent. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide our services, including responding to enquiries, offering quotes, managing bookings, carrying out moves and deliveries, and processing payments.

To communicate with you regarding your booking, service updates, changes to our terms, and other important information related to your use of our services.

To manage our business operations, including internal administration, record-keeping, accounting, and audit purposes.

To improve our services by reviewing feedback, analysing patterns in service usage, and refining our processes and customer experience.

To protect our business, staff, and customers by preventing and detecting fraud, resolving disputes, and responding to claims or legal issues.

To meet our legal and regulatory duties, including responding to lawful requests and maintaining records as required by law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting requirements. The exact retention period will vary depending on the type of data and the reasons for its collection, but we apply the following general principles:

Service and transaction records, including booking details, invoices, and communication related to completed services, are typically retained for a period required by tax and accounting laws.

Enquiry and quote information where no booking is made is kept for a limited period to allow us to follow up on your request and manage our records, after which it is securely deleted or anonymised.

Technical and usage data is retained for the period necessary to deliver and secure our online services and to meet legitimate business and legal needs, after which it is deleted or appropriately anonymised.

When data is no longer required, we will securely delete it or irreversibly anonymise it so that it can no longer be associated with you.

Data Sharing and Processors

We do not sell your personal data. We only share personal data where necessary and in accordance with data protection law. This may include sharing with:

Service providers and data processors who perform services on our behalf, such as payment processors, IT and hosting providers, or administrative support. These third parties are only allowed to process your personal data in accordance with our instructions and must take appropriate security measures.

Professional advisers, such as accountants or legal professionals, who may need access to certain records for advisory, compliance, or dispute resolution purposes.

Authorities and regulators where we are legally obliged to do so, or where it is necessary to protect our rights, property, safety, or that of our customers or others.

Where processors are used, we ensure that appropriate contracts and safeguards are in place to protect your personal data.

International Transfers

Our primary operations are based in the United Kingdom and we aim to store and process personal data within the UK or other locations with adequate data protection standards. If it is ever necessary to transfer your personal data outside the UK or the European Economic Area, we will ensure that suitable safeguards are used, such as standard contractual clauses or equivalent legal mechanisms, to protect your data to standards that are essentially equivalent to UK data protection law.

Data Security

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, password protection, and limiting personal data access to staff and service providers who need it for legitimate business reasons. While we take reasonable steps to secure your data, no system can be completely secure, and you should take care when sharing your information with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include the following:

Right of access: You can request confirmation of whether we process your personal data and request a copy of that data.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data 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 necessary for the purposes for which it was collected and we have no legal reason to retain it.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our processing.

Right to object: You may object to processing based on our legitimate interests in certain circumstances, including profiling related to those interests. We will stop processing unless we have compelling legitimate grounds or a legal reason to continue.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format so that you can reuse it or transfer it to another organisation.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time, although this will not affect the lawfulness of processing that took place before withdrawal.

Exercising Your Rights and Contact

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact channels set out on our service information and booking materials. We may need to verify your identity before responding to a request to protect your privacy and security.

You also have the right to raise concerns or lodge a complaint with the relevant supervisory authority for data protection if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices, or legal requirements. When we make changes, we will revise the date of the most recent update. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data as a customer of Man With a Van Battersea.