Privacy Policy
Man and a Van Richmond upon Thames Privacy Policy
This Privacy Policy explains how Man and a Van Richmond upon Thames collects, uses, shares and protects personal data relating to customers and potential customers in the Richmond upon Thames 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 and a Van Richmond upon Thames customers, as well as individuals making enquiries or using our services within the Richmond upon Thames area. By contacting us, requesting a quote or using our services, you acknowledge that you have read and understood this Privacy Policy.
Who we are and scope of this policy
Man and a Van Richmond upon Thames is a local transport and moving service provider operating in the Richmond upon Thames area and surrounding locations. For the purposes of data protection law, we are the data controller for the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you use our services.
Types of personal data we collect
We collect and process different categories of personal data depending on how you interact with us. This may include the following information.
Identification and contact details, such as your full name, residential or business address, collection and delivery addresses, and any other relevant location details you provide when booking our services.
Communication details, including any information you choose to share when contacting us to request a quote, make a booking, ask a question or provide feedback. This may include records of communications for reference and to manage our relationship with you.
Service and booking details, such as the date and time of your move or transport, the type of items to be moved, access information and any special instructions you choose to provide so that we can carry out the service safely and efficiently.
Payment related information, such as confirmation that payment has been made, payment method details and billing information that is necessary to process payments and issue invoices. Card details are handled by payment service providers where used and are not stored by us beyond what is necessary for transaction records and accounting purposes.
Technical and usage data where applicable, such as basic information that may be collected when you visit our website, including the date and time of your visit and pages viewed, to help us understand interest in our services and improve how we present information.
How we collect personal data
We collect personal data directly from you when you contact us, request a quote, book a service, or communicate with us in any way. This includes information provided over the phone, by electronic message, or through any online forms we may use.
We may also receive personal data indirectly through third parties such as online directories, comparison sites or referral partners where you have given permission to share your details with service providers like us. In these cases, we use the information only for the purposes described in this Privacy Policy.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main purposes and legal bases are described below.
To provide our services and manage bookings. We use your identification, contact and service details to give quotes, confirm bookings, plan routes, carry out moves and transport services, and keep you informed about your booking. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To communicate with you. We use your contact details and communication history to respond to enquiries, provide customer support, send booking confirmations, and follow up about any changes or issues. The lawful basis is performance of a contract or our legitimate interests in managing customer relationships.
To process payments and maintain financial records. We handle payment information and transaction records for billing, accounting, tax and audit purposes. The lawful basis is performance of a contract and compliance with our legal obligations.
To improve and manage our business. We may use aggregated and minimal personal data to monitor service quality, train staff and improve our operations. The lawful basis is our legitimate interests in running and developing our business while respecting your privacy.
To comply with legal and regulatory requirements. We may need to retain or disclose certain information to meet legal, tax, insurance or regulatory obligations, or to respond to requests from authorities where required by law. The lawful basis is compliance with legal obligations and, where relevant, our legitimate interests in protecting our rights.
Data sharing and use of processors
We do not sell your personal data. We share your data only where necessary and with appropriate safeguards in place.
Service providers. We may use carefully selected third party processors to support our operations, such as payment processors, accounting and invoicing providers, cloud storage or booking system providers, and IT support. These processors act on our instructions, are bound by written contracts, and are required to keep your data secure and confidential.
Professional advisers and authorities. We may share relevant personal data with professional advisers such as accountants, legal advisers or insurers where necessary for advice or claims handling. We may also share data with law enforcement, regulators or public authorities when we are legally required to do so.
Other third parties. In the event of a business restructuring, merger or transfer, your personal data may be shared with relevant parties as part of that process, but only to the extent necessary and with appropriate safeguards.
Data retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements.
Customer and booking records are typically retained for a period that allows us to deal with any queries, complaints or claims after the service has been completed and to meet our tax and accounting obligations. This period is usually several years after the end of the financial year in which the transaction took place, in line with legal requirements and industry practice.
Where we no longer need personal data for the purposes for which it was collected, we will delete it or anonymise it so that it can no longer be used to identify you.
International data transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is protected with a level of security equivalent to that required under UK data protection law. This may include relying on adequacy regulations or using appropriate safeguards such as standard contractual clauses.
How we protect your personal 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 may include access controls, secure storage, limited retention and staff awareness training.
Although we take reasonable steps to safeguard your information, no system can be completely secure. We encourage you to take care when sharing personal information and to inform us promptly if you suspect any misuse of your data in connection with our services.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all customers of Man and a Van Richmond upon Thames in the area, subject to certain limitations and exemptions.
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with certain information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you have the right to 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 where consent was the lawful basis.
Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data.
Right to object. You have the right to object to processing based on our legitimate interests where you believe your fundamental rights and freedoms outweigh those interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is necessary for legal claims.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.
Right to withdraw consent. Where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights, you can contact us with enough information to identify you and describe your request clearly. We may need to ask for additional information to verify your identity before acting on your request.
You also have the right to lodge a complaint with the data protection supervisory authority in the United Kingdom if you are unhappy with how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.
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 changes will take effect from the date on which the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
