Privacy Policy - Man With Van St Pauls Cray

This Privacy Policy explains how Man With Van St Pauls Cray collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, packing, and related services. It applies to all Man With Van St Pauls Cray customers in the area, including individuals, households, landlords, tenants, business clients, and anyone who enquires about or uses our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, making a booking, communicating with us, or otherwise providing information to us, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Data We Collect

We may collect and process different categories of personal data depending on your interaction with us. The types of data we collect may include:

Identity data, such as your name and title.
Contact data, such as your email address, telephone number, and correspondence details.
Address data, including collection, delivery, billing, and service location addresses.
Booking and service data, such as service dates, property access details, inventory information, and move requirements.
Payment data, such as transaction references, payment status, and billing records.
Communication data, including emails, messages, notes from phone calls, and enquiries.
Technical data, if you interact with our digital systems, such as IP address, device type, browser information, and usage logs.
Special instructions you provide, such as access arrangements, fragile item details, or other service preferences.

We generally collect personal data directly from you when you make an enquiry, request a quote, book a service, pay for services, or contact us. In some cases, we may receive information from third parties, for example where another person arranges services on your behalf, or where a business client provides details needed to complete a move.

2. How We Use Your Data

We use personal data only when necessary and for specific purposes connected with our services. These purposes include:

Providing quotes, managing bookings, and delivering removal or transport services.
Communicating with you about service arrangements, changes, or follow-up matters.
Planning routes, staffing, vehicle allocation, and operational logistics.
Processing payments, invoicing, and maintaining financial records.
Handling customer support, complaints, and service issues.
Maintaining internal records and business administration.
Meeting legal, regulatory, tax, and insurance obligations.
Protecting our business, staff, customers, and property from fraud, misuse, or security incidents.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, delivering services, and managing payment or fulfilment.

Legal Obligation

We may process data to comply with legal obligations, such as tax, accounting, record-keeping, insurance, and regulatory requirements.

Legitimate Interests

We may process data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. These interests may include managing operations, improving services, preventing fraud, ensuring security, and maintaining business records.

Consent

In limited cases, we may rely on your consent, for example where it is required for a particular type of communication or optional processing activity. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties and service providers who act as processors on our behalf. These processors may only use your data in accordance with our instructions and for the purposes described in this policy. They are required to keep your information secure and confidential.

Examples of processors or service providers may include:

Payment processors that handle transactions securely.
IT and cloud service providers that host email, storage, or business systems.
Accounting or bookkeeping providers that support financial administration.
Communication platforms used for sending messages or managing customer enquiries.
Subcontractors or operational partners who assist in delivering services under our direction.

We may also disclose data where required by law, such as to government bodies, regulators, courts, law enforcement agencies, or insurers. If our business is reorganised, transferred, or sold, personal data may be shared with relevant parties as part of that transaction, subject to applicable legal safeguards.

5. International Transfers

If any processor stores or accesses data outside the United Kingdom, we take appropriate steps to ensure that your personal data remains protected. These steps may include using approved contractual safeguards and assessing the adequacy of data protection protections in the destination country.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of data and the nature of the service.

In general:

Quote and enquiry records may be kept for a limited period to manage follow-up, disputes, or repeat enquiries.
Booking, invoicing, and payment records may be retained for longer periods to meet financial and legal obligations.
Service correspondence may be retained while necessary for customer support, complaint handling, or operational review.
Data no longer required is securely deleted, anonymised, or archived in line with our retention practices.

We regularly review the data we hold and delete information when it is no longer needed.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal information on a need-to-know basis. While no system is completely secure, we work to maintain a level of security appropriate to the risk.

8. Your Rights

As a data subject, you have rights over your personal data under data protection law. These rights may include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for data you have provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal limitations. If you exercise any of these rights, we may need to verify your identity before responding.

9. Marketing Communications

We do not send marketing communications unless permitted by law or where you have given consent where required. If you receive marketing messages from us, you may opt out at any time. We will respect your preferences and update our records accordingly.

10. Automated Decision-Making

We do not usually rely on solely automated decision-making or profiling that produces legal or similarly significant effects. If this changes, we will provide appropriate information about the logic involved and your rights.

11. Children’s Data

Our services are directed to adults and businesses. We do not intentionally collect personal data from children unless it is necessary in connection with a service request and provided by an adult customer or legal guardian. If we become aware that we have collected children’s data improperly, we will take steps to delete it where appropriate.

12. 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 handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. How We Apply This Policy

This policy applies to all personal data processed by Man With Van St Pauls Cray in connection with services provided to customers in the area. Whether you are requesting a quotation, booking a move, paying for a service, or contacting us for support, we will handle your information in accordance with this policy and applicable data protection law.

We are committed to respecting your privacy, using your data responsibly, and processing information only when it is necessary and lawful.