Privacy Policy
Man with Van Sydenham Privacy Policy
This Privacy Policy explains how Man with Van Sydenham collects, uses, stores and protects personal data in connection with our man and van and related services. It applies to all Man with Van Sydenham customers and prospective customers in our service area who contact us, request a quotation, make a booking, or otherwise interact with us.
Who we are and scope of this policy
Man with Van Sydenham is a local transport and removals service provider. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where relevant, Man with Van Sydenham is the controller of the personal data described in this policy.
This policy covers personal data we collect directly from you, data generated in the course of providing our services, and certain data obtained from third parties where necessary to arrange or deliver services to you.
Personal data we collect
We collect and process the following categories of personal data, depending on how you interact with us and the services you request:
Identity and contact details, such as your name, postal address, service address, pick up and drop off locations, and any other contact details you choose to provide.
Booking and service information, such as details of your move or transport job, inventory or item descriptions relevant to the service, preferred dates and times, access details, and any special instructions you provide.
Communication data, such as information you provide when you contact us to request a quote, make a booking, ask a question, or provide feedback, including the content of emails, messages or phone calls and our responses.
Payment and transaction information, such as details of the amount charged, payment status, and basic billing information. We do not store full payment card details. Where card payments are used, these are processed by secure payment processors.
Technical and usage data, such as basic information about how you access our online content or messages, including device and browser information and general usage patterns. This is used primarily to operate and improve our services.
How we collect your data
We collect personal data directly from you when you contact us, request a quotation, confirm a booking, communicate with us during the service, or provide feedback afterwards. We may also receive limited personal data from third parties where needed to fulfil a booking made on your behalf, for example by a relative, landlord, letting agent, or business partner who provides your details for service arrangements.
Lawful basis for processing
We process your personal data only where we have a lawful basis under applicable data protection laws. Depending on the circumstances, our lawful bases are:
Contract. We process personal data where it is necessary to provide a quotation at your request, to enter into a contract with you, and to perform that contract, including arranging and carrying out transport or removals and communicating with you about the booking.
Legal obligation. We process certain data to comply with our legal obligations, for example in relation to tax and accounting requirements and to respond to lawful requests from authorities where required.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries and complaints, maintaining records of past jobs, and protecting our business against fraud or misuse.
Consent. In limited cases we may rely on your consent, for example where we wish to send you certain types of marketing communications that are not based on our legitimate interests. Where we rely on consent, you can withdraw it at any time.
How we use personal data
We use the personal data we collect for the following purposes:
To provide quotations, confirm bookings, schedule work, and deliver the man and van services you request.
To communicate with you about your enquiry or booking, including confirmations, updates, changes, and follow up messages.
To manage customer accounts, invoices, payments, and receipts, and to maintain accurate business and financial records.
To respond to your questions, feedback and complaints, and to resolve any issues that arise before, during, or after a job.
To improve our services, planning, and customer experience, including analysing typical jobs, routes, and service demand in our area.
To protect our business, vehicles, and staff, to prevent fraud and misuse, and to exercise or defend legal claims if necessary.
Sharing your personal data
We do not sell your personal data. We may share your data with carefully selected third parties where this is necessary for the purposes described in this policy:
Service providers and processors, such as payment processors, accounting or invoicing providers, cloud storage and communications providers, or other contractors who support our operations. These third parties are only allowed to use your data in accordance with our instructions and for the agreed purposes.
Subcontractors or partner drivers, where needed to fulfil your booking, for example if another driver assists with a large job or covers a specific route. In such cases we share only the information they reasonably need to carry out the service.
Professional advisers, such as accountants or legal advisers, where necessary for the management and protection of our business.
Authorities or other third parties, where we are required to do so by law, regulation, or a valid legal process, or where sharing is necessary to protect our rights, safety, or property, or the rights, safety or property of others.
International transfers
Our primary operations and data storage are located within the United Kingdom. If we use service providers that transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved standard contractual clauses, to protect your information.
Data retention
We retain personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.
In practice, this generally means:
Enquiry and quotation records are kept for a limited period in case you decide to proceed with a booking or need follow up information.
Booking, invoice and transaction records are kept for the duration of our relationship with you and for the period required by tax, accounting and other applicable laws.
Communication records and correspondence are kept for a reasonable period to manage our relationship with you, resolve disputes, and improve our services.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked back to you.
Your rights under data protection law
Subject to certain conditions and limitations, you have the following rights in relation to your personal data:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In some 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 and there is no other legal basis for processing.
Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then assess whether our interests override your rights and freedoms.
Right to data portability. Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a commonly used, machine readable format and to request that it be transferred to another controller, where technically feasible.
Right to withdraw consent. Where we rely on consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. If you are based in the United Kingdom, this is typically the Information Commissioner's Office.
Security of your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, change, unauthorised disclosure or access. These measures include limiting access to personal data to those who need it for their role and using secure systems to store and manage information. However, no system can be completely secure and we cannot guarantee absolute security.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any changes will take effect when the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your information.
