Man with Van Upper Norwood Privacy Policy

This Privacy Policy explains how Man with Van Upper Norwood collects, uses, stores and shares personal data relating to customers and prospective customers located in the Upper Norwood area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote or communicating with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Upper Norwood customers and prospective customers in the Upper Norwood area who contact us, request information or quotes, make bookings, or use our moving and transport services. It covers personal data collected through any communication channels you choose to use, such as online forms, messaging services, or direct communication.

Data Controller

Man with Van Upper Norwood is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection law.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, the management of our customer relationships, and the operation of our business. The types of personal data we may collect include:

Identification and contact details, such as your name, postal address, service address, and general location information within the Upper Norwood area.

Booking and service information, such as details of the move or transport job, property access details, preferred dates and times, and any relevant instructions you provide.

Communication records, such as messages you send to us, your queries and complaints, and notes of conversations relevant to your booking or quote.

Payment-related information, such as amounts charged, payment status and method. We do not store full payment card details when third party payment processors are used to complete transactions.

Technical and usage information, where applicable, such as basic information about how you access our online forms or platforms, including the date and time of your requests. We do not attempt to identify you from this information unless required or permitted by law.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or interact with us in connection with our services. This may be through online enquiry forms, messaging platforms, or verbal communication. We may also receive personal data indirectly when other individuals provide your details for the purposes of arranging a move or delivery on your behalf, in which case we will treat that data in accordance with this Privacy Policy.

Lawful Bases for Processing

We process your personal data only where a lawful basis applies under the UK General Data Protection Regulation. Depending on the circumstances, we may rely on the following lawful bases:

Contract: We process your personal data to provide you with quotes, confirm and manage bookings, deliver our moving and transport services, and handle payment and billing. This processing is necessary to enter into and perform a contract with you.

Legitimate interests: We may process your personal data where it is necessary for our legitimate interests and your interests or fundamental rights do not override those interests. Such interests include managing and improving our services, handling enquiries and complaints, maintaining business records, and protecting our legal rights.

Legal obligations: We may process certain personal data in order to comply with legal or regulatory requirements, such as record-keeping obligations, tax rules, or responding to lawful requests from public authorities.

Consent: If we ever rely on your consent to process your personal data for a specific purpose, we will clearly explain what we are asking for and why. Where processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to your enquiries and determine the services you require.

To confirm and manage bookings, including scheduling, logistics and communication about your move or transport service.

To deliver our services safely and efficiently, including accessing your property in accordance with your instructions.

To issue invoices, process payments and manage any refunds or adjustments.

To communicate with you about your booking, any changes to our services, and any issues or complaints you raise.

To keep business and accounting records, and to comply with legal and regulatory obligations.

To protect our rights, property and safety, and that of our customers, including establishing, exercising or defending legal claims.

Data Retention

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements. In general, we keep customer and booking records for a period that allows us to manage our services, handle potential queries or disputes, and meet applicable legal obligations. When personal data is no longer required for these purposes, we will securely delete or anonymise it.

Data Processors and Third Parties

We may share your personal data with carefully selected service providers who act as data processors on our behalf. These processors may provide services such as payment processing, accounting support, data storage, customer management tools, or communication platforms. We only engage processors who provide sufficient guarantees that they will implement appropriate technical and organisational measures to protect your personal data.

We may also share personal data with third parties where this is necessary to comply with legal obligations, to protect our rights or the rights of others, or in connection with a business reorganisation, provided that appropriate safeguards are in place.

We do not sell your personal data and we do not use it for unrelated marketing purposes without a lawful basis.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include using countries that have been deemed to provide an adequate level of data protection, or entering into standard contractual clauses or equivalent safeguards approved by relevant authorities.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include restricted access to personal data, secure storage, and limiting the amount of data collected to what is necessary. While we strive to protect your personal data, no system can be guaranteed to be completely secure and you share information with us at your own risk.

Your Data Protection Rights

Under the UK General Data Protection Regulation, you have a number of rights in relation to your personal data. These rights apply in many situations, although they may be subject to certain conditions or exceptions. Your rights include:

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how it is processed.

Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data about you.

Right to erasure: You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent.

Right to restriction of processing: You may ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or assess 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 the lawful basis, based on your particular situation. We will stop processing unless we have compelling legitimate grounds or the processing is needed for legal claims.

Right to data portability: In certain circumstances, you have the right to receive your personal data in a structured, commonly used and machine-readable format and to have that data transmitted 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 carried out before withdrawal.

Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can try to resolve the issue directly. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

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 Upper Norwood customers in the Upper Norwood 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.