Privacy Policy
Man with Van Feltham Privacy Policy
This Privacy Policy explains how Man with Van Feltham collects, uses, stores and protects personal data relating to its customers and prospective customers in the Feltham area and surrounding locations. It is intended to provide clear information in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Feltham customers, including individuals and businesses, who request information about our services, obtain a quotation or use our removal and transport services in the local area.
Data Controller
For the purposes of data protection law, Man with Van Feltham is the data controller in respect of the personal data it collects and processes about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable law.
Personal Data We Collect
We only collect personal data that is relevant and necessary for providing our services and managing our relationship with you. The categories of personal data we may collect include:
Identification and contact details, such as your name, address, collection and delivery addresses, and basic contact details necessary for the service.
Service and booking details, such as dates and times of moves, description of items to be moved, access details for properties, instructions you provide to us, and records of communications relating to your booking.
Payment and billing information, including information required to process payments and issue invoices. We do not store full card details when payments are processed through secure payment processors.
Usage and enquiry data, including information you provide when you request a quotation, submit an enquiry, or contact us through any communication channel.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, obtain a quote, make a booking, or otherwise communicate with us. This may be done by phone, through online enquiry forms, or in writing.
We may also receive some personal data indirectly, for example when a third party books our services on your behalf, such as a family member, friend, or business contact. In such cases, we rely on them to confirm that they have your permission to share your personal data with us.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. Depending on the circumstances, the main lawful bases we rely on are:
Performance of a contract: We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, delivering removal and transport services, issuing invoices, and managing any follow-up communications.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that such interests are not overridden by your rights and interests. This includes managing and improving our services, responding to general enquiries, keeping appropriate business records, and handling customer feedback or claims.
Legal obligation: We may process your personal data where it is necessary to comply with legal or regulatory obligations, including accounting, tax and record-keeping requirements, and obligations in relation to insurance or dispute resolution.
Consent: In limited cases, we may rely on your consent, for example where we send you certain forms of marketing communications that are not otherwise covered by our legitimate interests. Where we rely on consent, you can withdraw it at any time.
Purposes for Which We Use Personal Data
We use and process your personal data for the following purposes:
To respond to your enquiries and provide quotations for our services.
To set up, manage and fulfil your bookings, including planning and carrying out collections, transport and deliveries.
To communicate with you about your booking, including confirmations, updates, and any queries that arise.
To process payments, issue invoices and receipts, and manage accounts and billing.
To handle any complaints, claims, disputes or feedback relating to our services.
To maintain internal records and carry out administrative and operational tasks necessary for running our business.
To comply with applicable legal and regulatory obligations.
Data Processors and Third Parties
We may share your personal data with third parties who act as data processors on our behalf, strictly for the purposes described in this Privacy Policy. These processors may include:
Payment service providers, for secure processing of card or electronic payments.
IT and hosting providers, who support our business systems, communication tools and data storage.
Accountants or professional advisers, to the extent necessary for financial and legal compliance.
Any such processors are required to process your personal data only in accordance with our instructions, keep it secure and protect it using appropriate technical and organisational measures.
We may also disclose personal data when required to do so by law, for example to law enforcement authorities or regulatory bodies, or where necessary for the establishment, exercise or defence of legal claims.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with our legal obligations.
Information relating to quotations and enquiries that do not lead to a booking is generally kept for a limited period to enable us to respond to follow-up queries and manage our records.
Booking, invoicing and service records are typically retained for a longer period in line with legal and tax requirements, and to enable us to deal with any claims, queries or disputes that may arise after the service has been completed.
When personal data is no longer needed, we will take reasonable steps to delete it securely or anonymise it so that it can no longer identify you.
International Transfers
Our services are primarily provided within the United Kingdom. Where we use service providers that are located outside the United Kingdom or that store data in other countries, we will take appropriate steps to ensure that your personal data is afforded an equivalent level of protection, including relying on adequacy regulations or using appropriate safeguards as required by data protection law.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or damage. These measures include restricted access to personal data, secure handling of physical documents, and the use of reputable providers for electronic storage and payment processing.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
The right of access: You can request confirmation that we are processing your personal data and obtain a copy of the data we hold about you.
The right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
The 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.
The right to restrict processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we are investigating a request for rectification.
The right to object: You can object to processing that is based on our legitimate interests, including certain forms of direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue.
The right to data portability: In certain cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or transmit it to another controller.
You also have the right to withdraw your consent where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details you already have from our service documentation or website. We may need to verify your identity before responding to certain requests.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any changes will take effect from the date on which the updated version is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
