Man With a Van Colliers Wood Privacy Policy

This Privacy Policy explains how Man With a Van Colliers Wood collects, uses, stores, and shares personal data about customers and prospective customers in the Colliers Wood area. It sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018 and explains how you can exercise those rights.

This Privacy Policy applies to all customers, prospective customers, and individuals who interact with Man With a Van Colliers Wood services in the Colliers Wood area, whether you contact us online, by message, or by any other means.

Who We Are and Scope of This Policy

Man With a Van Colliers Wood is a local removals and transport service operating in and around the Colliers Wood area. For the purposes of data protection law, Man With a Van Colliers Wood is the data controller for the personal data we collect and process about you in connection with our services.

This Privacy Policy covers the collection and use of personal data relating to our customers, prospective customers, and people making enquiries about services in the Colliers Wood area.

Types of Personal Data We Collect

The categories of personal data we may collect and process include:

Identification and contact details: name, address, collection and delivery addresses, email address, and other contact details you provide when booking or enquiring about services.

Service information: details about the booking such as dates and times of moves, type and size of property, access information, and any instructions you give us that are relevant to the service.

Communication records: copies or summaries of communications you send to us and that we send to you in relation to enquiries, bookings, or feedback.

Payment and transaction details: information relating to payments for services, such as payment method and transaction history. Card details are handled by payment service providers and are not stored by us beyond what is necessary for payment confirmation and accounting records.

Technical and usage data: limited technical data such as your approximate location in the Colliers Wood area and any information that may be automatically collected when you interact with our website or digital services, where applicable.

How We Collect Your Personal Data

We collect personal data directly from you when you:

Make an enquiry about our man and van services.

Request a quote or provide details for a potential booking.

Confirm a booking or enter into a contract for services with us.

Communicate with us in relation to a service, feedback, or complaint.

We may also receive limited personal data about you from third parties, such as referral sources or booking platforms that you have used, but only where this is necessary to provide the service you requested and where those third parties have the right to share that data with us.

Lawful Bases for Processing

We rely on one or more of the following lawful bases for processing your personal data:

Contract: We process your data when it is necessary to enter into or perform a contract with you, for example to provide man and van services, confirm bookings, and manage your move.

Legitimate interests: We may process your data for our legitimate interests where these are not overridden by your rights and freedoms. This can include managing our business operations, improving services, handling enquiries, and maintaining appropriate records.

Legal obligation: We process personal data when it is necessary to comply with legal obligations, including tax, accounting, insurance, and other regulatory requirements.

Consent: In limited circumstances, we may rely on your consent, for example for certain direct marketing communications. When we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide and manage man and van services, including accepting bookings, planning routes, and carrying out collections and deliveries in the Colliers Wood area.

To communicate with you about enquiries, quotes, confirmations, changes to bookings, and after-service follow up.

To handle complaints, queries, or disputes relating to services provided.

To keep accurate business and financial records, including invoices, payment records, and service logs.

To improve our services, operations, and customer experience.

To comply with legal and regulatory duties and to respond to lawful requests from authorities where required.

Data Sharing and Processors

We do not sell or rent your personal data to third parties. We may share your personal data with trusted third parties who act as data processors on our behalf, including:

IT and hosting providers that support our website, communication tools, or booking systems.

Payment service providers that process transactions for our services.

Professional advisers such as accountants, insurers, or legal advisers, to the extent that this is necessary for business or legal reasons.

These processors are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. We require them to implement appropriate security measures to protect your data.

We may also share personal data with law enforcement, regulators, or other public authorities if required to do so by law or where necessary to protect our rights or the safety of others.

International Transfers

Our core services are based in the United Kingdom and we aim to keep your personal data within the UK or the European Economic Area wherever possible. If any service providers or systems we use involve transferring your personal data outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in accordance with data protection law.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of meeting legal, accounting, or reporting requirements.

In general, we retain:

Booking and service records, including contact and address details, for a period necessary to manage our relationship with you and comply with legal obligations. This will typically be several years after the completion of the service, in line with tax and accounting requirements.

Enquiry and communication records for a period necessary to handle your query, manage potential bookings, and maintain business records.

Where retention periods have expired, we will securely delete or anonymise your personal data so that it can no longer be linked to you.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, use, alteration, or disclosure. These measures include restricting access to personal data to only those who need it for legitimate business purposes and ensuring that any third party processors maintain similar security standards.

Your Data Protection Rights

Under data protection law, you have the following rights in relation to your personal data, subject to certain conditions and exceptions:

Right of access: You can request a copy of the personal data we hold about you and information about how we process it.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

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 purpose for which it was collected.

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

Right to data portability: You may request that we provide your personal data in a structured, commonly used, and machine-readable format and, where technically feasible, transmit it to another controller.

Right to object: You can object to processing based on our legitimate interests, including any direct marketing, and we will stop such processing unless we have compelling legitimate grounds or a legal obligation to continue.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw this consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your rights, please contact us using your usual communication method with Man With a Van Colliers Wood and clearly describe your request. We may need to verify your identity before responding to ensure that we protect your personal data. We aim to respond without undue delay and within the time limits set by data protection law.

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or how we operate our services in the Colliers Wood area. Any updated version will be made available to customers. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.