Man with Van Norwood Green Privacy Policy
This Privacy Policy explains how Man with Van Norwood Green collects, uses, stores and protects personal data relating to customers and prospective customers in the Norwood Green area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all services provided by Man with Van Norwood Green and to all customers and enquirers located in or booking services for the Norwood Green area.
Who we are and scope of this policy
Man with Van Norwood Green is a local transport and removal service operating within the Norwood Green area. For the purposes of data protection law, Man with Van Norwood Green is the data controller for the personal data described in this policy. This Privacy Policy applies to all customers, prospective customers, and individuals acting on behalf of customers, including private individuals and business clients who use or enquire about our services in the Norwood Green area.
Types of personal data we collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identity data such as your full name and, where relevant, company or organisation name and position.
Contact data such as billing and collection addresses, delivery or drop-off addresses, and other address details relevant to your booking, as well as communication preferences.
Booking and service data such as details of the items to be moved, access details for properties, preferred dates and times, and special instructions relevant to providing the service.
Payment and transaction data such as records of services purchased, amounts charged, payment status and basic payment method details. We do not store full payment card details; where card payments are taken, these are processed securely by external payment service providers.
Communication data such as records of calls, messages or other communications with you about quotes, bookings, feedback or complaints.
Technical and usage data where relevant such as limited technical information relating to how you reached us online, for example basic device or browser information and service usage information, to the extent it is necessary for security, analytics or service improvement.
How we collect your personal data
We collect personal data directly from you when you contact us by phone, online form, or other communication methods to request information, a quote or to make a booking. We may also receive personal data indirectly where another person arranges a service on your behalf and provides your information for contact or service delivery purposes. In some cases, we may receive limited personal data from third party platforms or directories where you have requested that they pass your enquiry to us.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process identity, contact, booking and payment data as necessary to enter into and perform a contract with you, including providing quotes, confirming bookings, carrying out removals or transport services, and handling billing and payments.
Legal obligation: We may process certain transaction and accounting records to comply with legal, tax and accounting obligations.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights. This includes managing and improving our services, safeguarding our vehicles and staff, responding to enquiries and complaints, maintaining records of previous work, and pursuing or defending legal claims.
Consent: In limited cases, we may rely on your consent, for example if you expressly agree to receive certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotes and respond to enquiries about our services.
To confirm and manage bookings, including scheduling, planning routes and ensuring we have appropriate staff, vehicles and equipment.
To carry out removal and transport services at the agreed locations and times.
To issue invoices, handle payments and manage accounts.
To manage our relationship with you, including handling feedback, complaints or disputes.
To maintain internal records of past jobs for operational, accounting and legal purposes.
To ensure the security and efficient operation of our business, vehicles and systems.
Where permitted, to provide you with information about related services that may be relevant to you, subject to your marketing preferences and legal requirements.
Data sharing and processors
We do not sell your personal data. We may share your data with trusted third parties where necessary for the operation of our services and in accordance with data protection law. These third parties act as data processors and process your data only on our instructions and under contractual terms that ensure appropriate data protection.
Categories of processors may include:
Payment service providers that securely process card or electronic payments.
IT and communications providers that support our phones, messaging tools, booking systems or data storage.
Professional advisers such as accountants or legal advisers where required for tax, accounting or legal matters.
In some cases, we may also need to share personal data with other data controllers where we have a legal obligation or legitimate interest to do so, such as governmental or law enforcement bodies, regulators or insurers in connection with claims, investigations or legal proceedings.
Where any processing involves transfers of personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as contracts incorporating approved data protection clauses or other legally recognised mechanisms.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.
In general:
Booking and service records are normally kept for a period that allows us to manage repeat custom, deal with queries and comply with tax and accounting obligations.
Financial and transaction records are retained for the period required by applicable tax and accounting laws.
Basic contact details used solely for enquiries that do not result in a booking may be retained for a shorter period, sufficient to handle any follow-up questions or potential bookings.
Where we rely on consent for marketing communications, we may retain your contact details for that purpose until you withdraw your consent or object, after which we will stop using them for marketing and either delete or appropriately minimise them unless they are still required for other lawful purposes.
When data is no longer needed, we will securely delete or anonymise it.
Your data protection rights
As an individual whose personal data we process, you have a number of rights under data protection law. These include:
Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with certain information about how it is processed.
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 necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as if you contest its accuracy or object to our processing.
Right to object: You can object to processing based on our legitimate interests, including profiling, and you have an absolute right to object to the use of your personal data for direct marketing.
Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format or transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and contractors who need it for their work, using secure storage methods, and taking reasonable steps to ensure that any data processors we use maintain suitable security standards.
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 processing practices. Any updated version will apply from the date it is made available. We recommend that you review this policy periodically so that you remain informed about how we handle personal data in connection with Man with Van Norwood Green services in the Norwood Green area.
