Man With a Van Clapton Privacy Policy

This Privacy Policy explains how Man With a Van Clapton collects, uses, stores and protects personal data about customers and prospective customers in the Clapton area. It also explains the legal basis for processing, how long data is kept, the role of data processors, and the rights individuals have under data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

By contacting Man With a Van Clapton, requesting a quote, making a booking, or using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Man With a Van Clapton customers and prospective customers in the Clapton area, including those who contact us to request information, quotes, bookings, or follow-up services. Man With a Van Clapton acts as the data controller in relation to the personal data described in this Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our man and van services. Depending on how you interact with us, we may collect the following categories of data.

Identification and contact details: This may include your name, address, pick-up and drop-off addresses, telephone number and other contact details you provide when you request a quote, make a booking or communicate with us.

Service and booking information: This may include information about the items to be moved, property access details, preferred dates and times, special instructions and any other details relevant to carrying out the move or transport service.

Communication records: We may keep records of communications with you, such as messages and notes from phone calls, for the purposes of managing your booking, handling enquiries, or dealing with complaints.

Payment-related information: We may record the fact that payment has been made, the amount, date, and method. Any payment card processing is handled by third party payment processors; we do not store full card details.

Technical and usage data: If you interact with us via an online form or website, we may collect limited technical details such as IP address, device information and basic usage data required for security, diagnostics and service improvement, subject to the settings on your device or browser.

Lawful Bases for Processing

We will only process your personal data when we have a lawful basis to do so. The main lawful bases we rely on are:

Contract: We process personal data to take steps at your request before entering into a contract, such as providing a quote, and to perform our contract with you, such as arranging and carrying out your man and van service.

Legal obligation: We may process certain data where it is necessary to comply with legal obligations, such as tax, accounting or record-keeping requirements.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, such as managing our operations, improving services, responding to enquiries, protecting our business against fraud or misuse, and maintaining appropriate records, provided that these interests are not overridden by your rights and freedoms.

Consent: In certain limited situations, such as where required for specific types of direct marketing or where no other lawful basis is appropriate, we may 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 services: To respond to enquiries, provide quotes, arrange bookings, plan and carry out moves or transport services, and communicate with you about your booking and any follow-up requirements.

To manage our relationship: To handle customer service issues, respond to feedback or complaints, and maintain our records of past work carried out for you.

To operate and improve our business: To manage internal administration, accounting, and operational processes, to enhance the quality and safety of our services, and to train staff.

To meet legal and regulatory requirements: To retain records necessary for taxation, accounting, dispute resolution, and compliance with applicable laws, regulations or requests from competent authorities.

For limited marketing and service updates: Where permitted by law and, where required, with your consent, we may use contact details to provide you with information about services that are relevant to you. You can opt out of marketing communications at any time.

Data Sharing and Processors

We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes described above and in accordance with data protection law.

Service providers and processors: We may share data with companies that provide services to us, such as payment processors, cloud storage providers, accounting or administrative support, or IT and communications services. These providers act as data processors and may only process your personal data on our documented instructions and for specified purposes. We require them to maintain appropriate security and confidentiality measures.

Professional advisers and authorities: We may share data with professional advisers, such as accountants or legal advisers, and with public authorities or regulators when required by law or when necessary for the establishment, exercise or defence of legal claims.

Business changes: In the event of a restructuring, merger or transfer of all or part of our activities, personal data may be transferred as part of that process, subject to ongoing protection in line with this Privacy Policy and applicable law.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring personal data, such as using standard contractual clauses or ensuring that the destination country has an adequacy decision from the relevant authority.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.

In general, we retain core booking and invoice records for a period that aligns with applicable tax and accounting laws. Enquiry records, communication logs, and non-essential information are retained for shorter periods, based on operational needs and the nature of the data. When we no longer need personal data, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who have a business need to know it, using secure storage and transfer methods, and maintaining procedures to deal with suspected personal data breaches. While we take reasonable steps to protect data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you have the following rights:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how it is used.

Right to rectification: You can request correction of inaccurate personal data and completion of incomplete data that 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 needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing: You can request that we restrict the processing of your personal data in certain circumstances, such as while we verify the accuracy of data or respond to an objection.

Right to object: You can object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling on that basis, and we will stop processing unless we can demonstrate compelling legitimate grounds. You also have an absolute right to object to direct marketing.

Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you can request to receive your personal data in a structured, commonly used and machine-readable format and ask us to transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time, without affecting the lawfulness of processing prior to withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practices. Any significant changes will be highlighted in an updated version, and the revised Policy will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.