Privacy Policy
Man with Van White City Privacy Policy
This Privacy Policy explains how Man with Van White City collects, uses, stores and protects personal data relating to customers and prospective customers in the White City area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van White City customers and individuals who make enquiries or otherwise interact with our services in the area.
Data Controller
For the purposes of applicable data protection law, Man with Van White City is the data controller in relation to the personal data described in this Privacy Policy. This means that we decide how and why your personal data is processed when you use our services in the White City area.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you make an enquiry, request a quote, book a job or otherwise interact with Man with Van White City:
Identification and contact details, such as your name, postal address, service addresses for collection and delivery, and any other address details you provide for the service.
Communication details, such as information you provide in phone calls, messages or other communications relating to bookings, quotations, feedback or support.
Service and booking details, such as the date and time of your move or transport, the type and size of items to be moved, property access details, parking information, and any instructions you choose to provide.
Payment-related information, such as payment status, method and transaction references. We do not store full payment card details when payments are processed through third party payment providers.
Technical and usage information, where relevant, such as basic log information or device information when you contact us online, to help operate and secure our services.
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 provide feedback. This may occur via phone, online forms, messages or in-person communications.
We may also receive limited personal data about you from third parties where this is necessary to provide our services, for example where another person books a service on your behalf and provides your contact and address details.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, this will be one or more of the following:
Contractual necessity: We process personal data to provide our services, respond to your enquiries, issue quotations, make and manage bookings, deliver items, and handle payments and invoices.
Legal obligation: We may process personal data where necessary to comply with legal obligations, such as record keeping, tax requirements, and responding to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. This can include managing our business operations, improving our services, preventing fraud, ensuring the security of our vehicles and staff, and handling customer queries and complaints.
Consent: In limited cases, we may rely on your consent, for example where you choose to receive certain types of optional marketing communications. Where we process data based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide man and van services in the White City area, including quotations, bookings, planning routes, collecting and delivering items, and managing any follow-up services.
To communicate with you about your enquiry or booking, including confirming arrangements, notifying you of any changes, and answering questions you may have.
To manage payments, issue invoices and receipts, and maintain accurate financial and service records.
To manage our relationship with you, including handling feedback, resolving complaints, and improving the quality and safety of our services.
To comply with laws and regulations, including tax and accounting rules and any obligations to law enforcement, regulatory or government bodies.
To protect our legitimate business interests, including preventing misuse of our services, safeguarding our staff, vehicles and property, and exercising or defending legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties in the following limited circumstances:
Service providers and processors who act on our instructions to support the delivery of our services, such as payment processors, providers of booking and scheduling tools, document storage and accounting service providers, and providers of communication or business support systems.
Professional advisers, such as accountants, insurers or legal advisers, where necessary for the management and protection of our business.
Public authorities or law enforcement bodies, where we are required or permitted to do so by law, or where it is necessary to protect our rights, property or safety, or the rights, property or safety of others.
Where we use third party processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data in accordance with data protection law.
International Data Transfers
Where personal data is processed or stored outside the United Kingdom by our service providers, we will take steps to ensure that appropriate safeguards are in place, such as relying on adequacy regulations or standard contractual clauses, to ensure that your personal data receives a level of protection that is essentially equivalent to that in the United Kingdom.
Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected and to meet our legal, accounting and reporting obligations.
Booking and service records, including associated contact details and relevant communications, are typically retained for a period that allows us to manage our relationship with you, respond to any queries or disputes, and comply with applicable tax and accounting rules.
Where personal data is processed based on your consent and there is no other lawful basis to continue processing, we will delete or anonymise that data when you withdraw your consent or when it is no longer required.
At the end of the applicable retention period, we will securely delete or anonymise your personal data so that it can no longer be linked back to you.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These apply to all Man with Van White City customers and individuals in the area whose personal data we process, subject to certain legal conditions and limitations. Your rights include:
Right of access: You can request confirmation of whether we process your personal data and request a copy of that data, together with 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 needed for the purposes for which it was collected, or where you have withdrawn 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, for example while we are verifying its accuracy or dealing with an objection you have raised.
Right to object: You may object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities, in which case we will stop processing unless we have compelling legitimate grounds to continue.
Right to data portability: In some circumstances, you can 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 withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use for bookings or enquiries with Man with Van White City. We may need to verify your identity before responding to your request in order to protect your privacy and security.
Right to Complain
If you have concerns about how we process your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the data protection supervisory authority in the country where you live or work, or where you believe a breach of data protection law has occurred.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. While no method of transmission or storage is completely secure, we work to ensure that personal data is handled in a way that reduces the risk of misuse or unauthorised access.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will apply to all Man with Van White City customers and individuals in the area from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
