Man With a Van Epsom Privacy Policy

This Privacy Policy explains how Man With a Van Epsom collects, uses, stores, and protects personal data. It applies to all Man With a Van Epsom customers and prospective customers in our service area, including anyone who contacts us to request information, quotations, or services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Data Controller

Man With a Van Epsom is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you engage with our services.

Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services and managing our relationship with you. Depending on how you interact with us, we may collect the following categories of personal data:

Identification and contact details, such as your name, address, service location addresses, and preferred methods of contact.

Booking and service information, such as details of your requested move or transport, dates and times of service, access requirements, and any specific instructions you provide.

Communication records, such as information you provide when you contact us by phone or through other communication channels, including enquiries, quotes, booking confirmations, and any follow-up correspondence.

Payment and billing details, such as information necessary to process payments and issue invoices. We do not store full payment card details where payments are processed through secure third-party payment processors.

Technical and usage data, where applicable, such as basic information derived from your interactions with our website or online content, including general location, device, browser type, and how you navigated to or used the site. This may involve the use of cookies or similar technologies where permitted by law.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with a question, provide feedback, or otherwise communicate with us.

We may also receive limited personal data from third parties where you have authorised them to share information with us for the purpose of arranging or managing a booking, such as a friend, family member, or business partner making arrangements on your behalf.

Purposes and Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so. The main purposes and lawful bases include:

To provide our services. We process your personal data to respond to enquiries, provide quotations, manage bookings, carry out removals and transport, handle customer service, and issue invoices. This processing is based on the performance of a contract with you or steps taken at your request before entering into a contract.

To communicate with you. We use your contact details to confirm bookings, notify you of changes, respond to your messages, and provide important information about your service. This is necessary for performance of a contract or for our legitimate interests in managing customer relationships.

To manage our business. We may process personal data for internal administration, accounting, record-keeping, and to improve our services. This is based on our legitimate interests in running and developing our business in an efficient and lawful manner.

To comply with legal obligations. We may process your data to meet legal and regulatory requirements, for example in relation to tax, accounting, or responding to lawful requests from authorities.

With your consent. Where required by law, we may rely on your consent to process certain personal data, for example in relation to optional marketing communications. When processing is based on consent, you can withdraw your consent at any time.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, including to provide services, meet legal requirements, resolve disputes, and enforce our agreements.

In general, we keep core booking and invoicing records for a period that allows us to comply with tax and accounting rules and to handle any queries about completed services. Communication records and enquiry details are retained for a proportionate period to respond to follow-up questions, manage our business, and maintain accurate records.

When personal data is no longer required, we will securely delete, anonymise, or otherwise remove it from our systems in a safe manner.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors can only use your personal data to provide services to us and must follow our instructions and appropriate data protection safeguards.

Examples of processors and third parties we may use include:

IT and hosting providers that supply systems to store and manage our records and communications.

Payment service providers that process transactions and issue payment confirmations.

Professional advisers, such as accountants, for accounting and compliance purposes.

We may also share personal data with other third parties where required by law, for example with law enforcement, regulatory bodies, or public authorities in response to lawful requests, or in connection with legal proceedings.

We do not sell your personal data to third parties.

International Transfers

Where any of our processors or service providers operate outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using standard contractual clauses, or ensuring that the recipient is located in a country with an adequacy decision or uses other recognised safeguards.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Measures may include secure storage, access controls, staff awareness, and limiting personal data to what is strictly necessary. While we strive to protect your data, no system can be completely secure, and you should take care when sharing personal information with us or others.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions. Your rights include:

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.

Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.

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 withdraw consent and there is no other lawful basis for processing.

Right to restrict processing. You can request that we limit the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling based on those legitimate interests. We will stop processing unless we have compelling legitimate grounds or the processing is needed for legal claims.

Right to data portability. Where our processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or through the communication channels you used to reach us.

We may need to verify your identity before responding to certain requests to ensure the security of your data. We aim to respond to all valid requests within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, we would encourage you to contact us in the first instance so that we can try to resolve the issue with you directly.

You also have the right to lodge a complaint with the UK supervisory authority for data protection. Details of how to do this are available on the official website of the UK data protection regulator.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for operational reasons. When we make changes, we will revise the date of the latest version and, where appropriate, notify you through our usual communication channels.

Your continued use of our services after changes to this Privacy Policy have been made will be taken as your acknowledgement of those changes. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.