Man with Van South Croydon Privacy Policy

This Privacy Policy explains how Man with Van South Croydon collects, uses, stores, and shares personal data relating to customers and prospective customers in South Croydon and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man with Van South Croydon customers and enquiries in our service area, including individuals and businesses who contact us, request a quote, book a service, or otherwise interact with us in connection with our man and van services.

1. Who we are and scope of this policy

Man with Van South Croydon is a provider of transport, moving, and related services for residential and commercial customers in South Croydon and nearby areas. For the purposes of data protection law, Man with Van South Croydon is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services.

2. Types of personal data we collect

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

Identity and contact details: name, title, address, pickup and delivery addresses, and other contact details that you provide when you make an enquiry or booking.

Booking and service details: details of the services you request, such as dates and times of moves, locations, property access information relevant to the service, inventory or description of items to be moved where provided, and any special instructions.

Communication data: content of messages and communications you send to us, and any notes we make of phone or in-person conversations related to your enquiry or booking.

Payment and transaction details: information about payments you make to us and the services you purchase, such as amounts, dates, and payment method used. We do not retain full card details where payments are processed through a payment provider.

Technical and usage data: limited technical data generated when you interact with us online, such as basic device or browser information and general interaction data, to the extent necessary to provide quotes, forms, or online contact options.

Feedback and review information: information you provide if you submit feedback, complaints, or reviews about our services.

3. How we collect your personal data

We may collect personal data directly from you when you:

Make a booking for our man and van services.

Interact with us during the provision of services.

Provide feedback, raise a query, or lodge a complaint.

We may also receive limited personal data from third parties where it is necessary for us to provide our services, for example where an agent or business partner books our services on your behalf and provides your contact and address details. In such cases, we treat the data in line with this Privacy Policy and applicable data protection laws.

4. Purposes and lawful bases for processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes for which we process personal data, and the corresponding lawful bases, are:

To respond to enquiries and provide quotes: We use your contact details and service information to respond to your requests for information and quotations. The lawful basis is taking steps at your request prior to entering into a contract.

To provide and manage our services: We use your identity, contact, and booking details to schedule and carry out man and van services, manage your booking, and communicate with you about your booking. The lawful basis is performance of a contract with you.

To process payments and manage accounts: We use transaction and related data to process payments, keep financial records, and handle refunds where applicable. The lawful basis is performance of a contract and our legitimate interest in maintaining accurate business records and accounts.

To manage customer relationships: We may contact you about changes to booked services, service updates, or follow-up messages relevant to your booking or enquiry. The lawful basis is performance of a contract and our legitimate interest in providing effective customer service.

To handle queries, complaints, and disputes: We use relevant data to investigate and respond to issues raised by you and, where necessary, to establish, exercise, or defend legal claims. The lawful basis is our legitimate interests and, in some cases, legal obligations.

To comply with legal and regulatory obligations: We may process and retain certain data to meet our tax, accounting, and other legal obligations. The lawful basis is compliance with legal obligations.

We will only rely on consent as a lawful basis where required by law, for example in relation to certain types of marketing. Where we rely on consent, you can withdraw your consent at any time.

5. Data sharing and processors

We do not sell your personal data. We may share personal data with carefully chosen third parties where necessary for the purposes set out in this policy and where permitted by law. These include:

Service providers and subcontractors: For example, individuals or companies engaged by us to carry out or assist with man and van services, IT services, payment processing, or administrative support. These providers act as data processors and are required to process personal data only in accordance with our instructions and to maintain appropriate security measures.

Professional advisers: Accountants, legal advisers, and other professionals who require access to relevant data for the provision of their services to us, subject to confidentiality obligations.

Public authorities and law enforcement: Where required by law, or where necessary to protect our rights, property, or safety or that of others, we may disclose personal data to regulatory bodies, law enforcement agencies, or courts.

Where we use data processors, we put in place written agreements requiring them to handle your data lawfully, securely, and only for specified purposes.

6. International transfers

Our primary operations and storage are intended to be within the United Kingdom or the European Economic Area. If we need to transfer your personal data outside the UK or EEA, we will do so only where appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by data protection law.

7. Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to satisfy legal, accounting, or reporting requirements.

In general:

Enquiry and quote data that does not lead to a booking may be retained for a limited period to respond to follow-up queries and to keep records of the enquiries we receive.

Booking and service records, including customer details and transaction data, may be retained for a number of years after the service date in order to comply with tax, accounting, and other legal obligations, and to address any questions or disputes about the service provided.

After the relevant retention periods expire, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

8. Data security

We take appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who need it for their role, using secure storage methods, and applying appropriate safeguards when sharing data with third parties. While we take measures to protect your personal data, no system can be guaranteed to be completely secure.

9. Your data protection rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. Depending on the circumstances and subject to conditions and exemptions in the law, you may have the right to:

Access: Request confirmation as to whether we process your personal data and obtain a copy of that data.

Rectification: Ask us to correct inaccurate or incomplete personal data we hold about you.

Erasure: Request that we delete your personal data where there is no valid reason for us to continue to hold or process it, sometimes known as the right to be forgotten.

Restriction: Ask us to restrict the processing of your personal data in certain circumstances, for example if you contest its accuracy or object to our processing.

Objection: Object to processing of your personal data where we rely on legitimate interests as our lawful basis and you believe your rights override our interests.

Data portability: Request that we provide you or a third party with certain personal data in a structured, commonly used, machine-readable format where the processing is based on consent or contract and carried out by automated means.

Where we rely on consent, you also have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how we handle your personal data.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or changes in law. When we update the policy, we will revise the date of the latest version. You should review this Privacy Policy periodically to stay informed about how we process your personal data.

By continuing to use our services after any changes are made, you acknowledge the updated Privacy Policy as it applies to your ongoing relationship with Man with Van South Croydon.

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